Billing Specialist

Position Summary:

The Billing Specialist will be responsible for preparing and issuing accurate customer invoices, maintaining billing records, and supporting the order-to-cash process in accordance with company policies and internal control requirements. This role ensures billing transactions are complete, properly authorized, and documented to support financial reporting and audit readiness. Solves problems and recommend changes in procedure in accordance with previous training or experience; may also check the accuracy of figures, calculations, and postings pertaining to business transactions recorded by other employees. The position operates under general supervision while exercising independent judgment within established procedures to maintain billing accuracy, resolve discrepancies, and provide timely customer support.

Qualifications:

Education

Years of Related Experience

Minimum

Preferred

Minimum

Preferred

High School Graduate/Equivalent

 X

0 – 1

Professional Certification

1 – 3

X

Technical School/1 Year College

3 – 5

X

Technical School/2 Years College / Associate Degree

X

5 – 8

Bachelor’s Degree or combination of education and experience

8 – 10

Master’s Degree

10+

Required Competencies, Training & Travel Requirements (if applicable):

COMPETENCIES

• Strong attention to detail and accuracy
• Customer service orientation
• Organizational and time management skills
• Ethical conduct and integrity
• Effective written and verbal communication
• Problem-solving and analytical skills
• Ability to work within established internal control frameworks
• Professional judgment and confidentiality

TRAVEL

• No travel is expected for this position

Essential Job Duties

1.

Prepare, review, and distribute customer invoices and credit memos in accordance with contractual terms and company policies.

2.

Process billing adjustments, cancellations, and refunds with appropriate documentation and approvals.

3.

Maintain confidentiality of customer, financial, and company information in accordance with company policies, privacy standards, and applicable data protection laws.

4.

Validate billing data for completeness, accuracy, and authorization prior to invoice release.

5.

Investigate and resolve billing discrepancies in coordination with internal departments and customers.

6.

Adhere to established internal control procedures and segregation of duties to support financial accuracy, fraud prevention, and audit compliance.

7.

Maintain accurate and organized records to support audit and financial reporting requirements.

8.

Ensure segregation of duties and approval requirements are observed when processing billing transactions.

9.

Identify process improvement opportunities and escalate control exceptions or irregularities.

10.

Financial Reporting Support: Assist with month-end billing activities and reporting as assigned. Reconcile billing activity to supporting documentation and system reports. Support internal and external audit requests related to billing processes.

11.

Administrative: File, maintain, and distribute billing records and documentation. Collaborate cross-functionally to ensure accurate order-to-invoice processing. Perform other related duties as assigned to support departmental operations and business needs.

12.

Customer Support: Respond to billing inquiries and resolve issues in a professional and timely manner. Contact customers regarding billing errors, declined payments, or missing information. Provide supporting documentation to customers as requested.

13.

Maintain regular on-site attendance by commuting to and performing work at the designated work location during established business hours, assigned shifts, or project-based schedules as required to support business operations.

14.

Perform other duties as assigned