Billing Specialist

JOB SUMMARY

The Billing Specialist performs advanced billing services to a high volume, complex billing activities government and commercial contracts across multiple entities. This role requires knowledge of contract compliance, strong analytical skills, and the ability to deliver accurate and timely invoices in accordance with contractual, regulatory, and company requirements.

ESSENTIAL FUNCTIONS

• Review and interpret complex government and commercial contracts terms and conditions to ensure billing accuracy and compliance.

• Assist in creating and maintaining contract funding and billing logs to include balancing them using Excel and Costpoint.

• Create and maintain electronic and hardcopy billing files; ensure documentation meets audit and regulatory requirements.

• Analyze unbilled detail and reconcile accounts for accuracy and reasonableness of expenses before invoice is processed.

• Prepare, review, and submit complex large volume invoices batched, ensuring accuracy and compliance with contract terms and company policies, while including required backup and within the contract department deadlines.  

• Prepare and submit accurate invoices using Wide Area Workflow (WAWF) or other customer-designated methods.

• Work with accountants, project managers, and Billing Specialist Lead, at both corporate and subsidiary levels, to resolve issues and implement approved corrective actions.

• Assist in monitoring unbilled receivables and recommend adjustments.

• Verify billing accounts against accounts receivable ledger to ensure that all payments are accounted for and properly posted.

• Identify billing discrepancies and propose solutions to the Billing Specialist Lead; implement adjustments only as directed.

• Generate and interpret accounts receivable aging reports.

• Generate and provide billing-related reports to subsidiaries, clients, and joint venture partners as required.

• Provide support and documentation of efforts to collect past-due receivables utilizing the Accounts Receivable Collection and Write-off Forms.

• Provide support for internal and external audits, including DCAA voucher reviews, by supplying necessary documentation and explanation.

• Support the Billing Specialist Lead in maintaining contract-specific billing procedures using the Billing Processes Template.

• Ensure all billing activities comply with external regulations, industry standards and internal guidelines.

• Work in a constant state of alertness and in a safe manner.

• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position does not have supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES

• Knowledge of billing terminology, practices, and procedures. 

• Experience in billing fixed price, cost plus, and time and materials projects. 

• Knowledge of government and commercial contracts billing requirements; experience with compliance and audits preferred.

• Experience with WAWF and other billing systems preferred.

• Ability to process a high volume of billing data with accuracy and attention to detail.

• Ability to prioritize tasks, multitask, and meet multiple deadlines in a high-volume environment.

• Basic understanding of accounting principles, fair credit practices, and collections regulations.

• Ability to calculate, post and manage accounting figures and financial records.

• Effective written and verbal communication skills for interaction with team members, project managers, and clients.

• Proficiency in computerized accounting systems and Microsoft Office applications, experience with Deltek Costpoint preferred.  

• Ability to visualize, articulate, and solve complex problems and concepts, and make decisions based on available information.

• Ability to use judgment and discretion.

• Ability to handle stressful situations and effectively plan and organize duties to meet deadlines.

MINIMUM QUALIFICATIONS

• High School diploma or GED equivalent; Associate degree in Accounting, Finance, or related field preferred.

• Three (3) years of billing experience, preferably including exposure to government contracts.

• Experience with Deltek Costpoint or other ERP/billing systems preferred.

• Ability to pass a drug, background, reference, and credit check.

WORKING CONDITIONS

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The noise level in the work environment is moderate. Work may require occasional weekend and/or evening work.

PHYSICAL/VISUAL/MENTAL/ENVIRONMENTAL 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.

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
The statements contained in this job description are intended to describe the general content and requirements for performance of this job.  It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
The statements contained in this job description are intended to describe the general content and requirements for performance of this job.  It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.