Job Description

Position Title:

Billing Specialist - 2

Department: Accounts Receivable

Salary Grade:

TBD

Fair Labor Standards Act: Non-Exempt

Reports to:

Supervisor/Manager

The Role

A Billing Specialist Level 2 plays a crucial role in maintaining the financial health of an organization by ensuring that the billing process is efficient, accurate, timely and compliant with regulations. The role is responsible for managing complex billing situations and providing leadership and guidance to junior billing staff. They play a critical role in maintaining financial accuracy and customer satisfaction through efficient and precise invoicing procedures.

What You Will Do

Billing Process Management:

• Generate invoices for products or services provided to customers.
• Generate and review complex invoices accurately and in a timely manner.
• Ensure that invoices are accurate, complete, and compliant with company policies and relevant regulations.
• Include and verify all necessary information on invoices, such as itemized charges, pricing, discounts, taxes, and payment terms.
• Process special billing requests and adjustments.
• Address billing discrepancies and resolve billing-related issues.
• Update customer account information as needed.

Customer Communication:

• Address customer inquiries and concerns related to their bills.
• Provide excellent customer service while explaining billing discrepancies and resolving disputes.
• Establish and maintain strong relationships with key customers or clients.

Documentation/Reporting:

• Analyze billing data to identify trends, potential issues, and areas for improvement.
• Prepare reports on billing activities as necessary.
• Present findings to management for decision-making.

Reconciliation:

• Meticulously reconcile invoices and billing records to ensure accuracy and consistency.
• Investigate and resolve discrepancies and billing disputes as they arise.

Compliance:

• Stay informed about relevant laws, best practices and regulations related to billing and taxation.
• Ensure that billing practices comply with local, state, and federal tax laws.
• Implement internal controls to maintain data security and confidentiality.

Quality Assurance:

• Conduct quality checks on billing documents to ensure accuracy and compliance with company policies and legal regulations.
• Implement and improve billing procedures to minimize errors and enhance efficiency.
• Collaborate with other departments to gather accurate billing data.

Team Collaboration:

• Work closely with other departments, such as sales, customer service, and finance, to gather accurate billing information and resolve issues.

Training & Support:

• May be asked to provide guidance and training to junior billing staff.
• May be asked to oversee and mentor less experienced billing specialists.

Software and Tools:

• Proficiently use billing software, accounting systems, and spreadsheet tools to streamline billing processes.
• Identify and recommend software improvements or updates to enhance efficiency.

What You Will Bring

Qualifications:

• To excel in this role, an individual must successfully execute each crucial task. The outlined requirements below are indicative of the requisite knowledge, skills, and abilities. Appropriate accommodations may be provided to empower individuals with disabilities to fulfill essential functions.
• Bachelor’s degree in finance, Accounting, Business, or a related field (or equivalent work experience).
• Minimum of 2 years of experience in accounts receivable team. Preferably in a level 1 Billing Specialist role.
• Familiarity with basic accounting principles
• Strong knowledge of billing software, accounting systems, and Microsoft Office tools.
• Knowledge of relevant laws and regulations regarding billing and taxation.
• Experience with collections software or enterprise resource planning (ERP) systems is a plus.

Required Skills and Abilities:

• Excellent attention to detail, accuracy, and organizational skills.
• Strong communication and interpersonal skills, especially when dealing with customers.
• Ability to handle confidential information with integrity.
• Analytical thinking for identifying trends and process improvements.
• Ability to work well under pressure and meet deadlines. Ability to prioritize tasks and work in a fast-paced environment.
• Willingness to learn and follow established procedures.
• Ability to work collaboratively as part of a team.
• Excellent communication and interpersonal skills. Able to communicate clearly and effectively, verbally, in writing, and by electronic communications with both internal and external clients.
• Excellent customer service skills.
• Ability to mentor and coach.
• Multi-lingual is preferred.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Required to sit for extended periods of time.
• Required to wear a telephone headset to interact with clients and/or associates over the phone for 7+ hours a day.
• Required to type for extended periods of time.
• Required to work with digital displays for 7+ hours a day.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work from the office or remote.
• Ability to work hours as dictated by the project.

ACCOUNTABILITY

This position does not have subordinates.

Decisions are escalated to a senior level.

It is impossible to list every requirement for, or responsibility of, any position. Similarly, we cannot identify all the skills a position may require since job responsibilities and the Company’s needs may change over time. Therefore, the above job description is not comprehensive or exhaustive. The Company reserves the right to adjust, add to or eliminate any aspect of the above description. The Company also retains the right to require all employees to undertake additional or different job responsibilities when necessary to meet business needs.