Billing Specialist

Job Summary: The Billing Specialist is responsible for executing core billing and accounts receivable processes in support of the company's revenue cycle function. The position ensures accurate and timely invoicing, cash application, and customer account maintenance. In addition, the position supports collections through courteous and professional communication with customers and internal escalation in accordance with company policy.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Billing & Invoicing

• Prepare cost-plus billing in accordance with customer contracts, billing policies, and procedures.
• Validate billing inputs, which may vary by contract or customer location, from field operations.
• Compile and distribute invoices with supporting documentation to the customer.
• Scan, index, and maintain invoice backup and related billing records.
• Communicate with internal and external customers to resolve billing questions and discrepancies.
• Process and document billing adjustments based on client requirements and contract specifications.
• Escalate missing data, billing issues, or unresolved discrepancies to the supervisor.
• Assist Billing Manager with special projects and other duties as assigned.

Accounts Receivable & Cash Application

• Post and apply customer payments from various sources, such live checks, ACHs, or third-party portals with strong attention to detail.
• Maintain AR subledger and reconcile accounts for assigned customers.
• Research and respond to customer account inquiries.
• Research and process chargebacks, returns, and bad checks.
• Review customer accounts for accuracy and resolve discrepancies.
• Provide invoice copies and account information to customers as requested.

Collection Management

• Contact customers regarding overdue balances and payment status.
• Review account terms, payment history, and open balances to determine follow-up actions.
• Document collection activity and account status in the Collections Manager tool.
• Escalate non-responsive customers or unresolved collection issues to management.

Reporting & Process Improvement

• Perform account reconciliations.
• Prepare routine reporting.
• Ensure compliance with internal controls.
• Identify process improvement opportunities.
• Support special projects.

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.

The noise level in the work environment is usually moderate to loud.