Billing Specialist II

% of Time

Responsibilities

20%

Special Invoicing

• Processes all billing cycles, including Weekly, Bi-Weekly, Semi Monthly, Last Saturday, LM, Monthly, and 1–31 cycles.
• Manually updates invoice totals to reflect tiered discount structures, rate variations, or client specific pricing rules.
• Splits invoices when required due to funding limitations, PO constraints, or client mandated billing separations.
• Reviews timecards, billing data, and supporting documentation to ensure accuracy prior to submission.
• Troubleshoots portal errors, rejected uploads, or discrepancies and coordinates with internal teams to resolve issues promptly.
• Prepares and sends billing adjustments as needed, ensuring proper documentation and approval.
• Collaborates with the team member responsible for processing adjustments to track and resolve outstanding special invoicing adjustments, ensuring accurate documentation and proper workflow management.

20%

PO Tracking for Complex Client Accounts

·       Manages specialty purchase order (PO) tracking for high priority and complex client accounts.

·       Reviews PO details for accuracy, including funding amounts, rate structures, tiered discounts, tax requirements, and client specific billing rules.

·       Utilizes advanced Excel functions such as pivot tables, multi tab data validation to organize, analyze, and reconcile PO information.

·       Ensures proper allocation of charges across departments, cost centers, and locations based on client instructions.

·       Monitors PO balances, expiration dates, and usage trends to prevent billing delays or overages.

·       Communicates discrepancies or required clarifications to Account Executives and Client contacts to maintain accurate billing alignment.

20%

Contractor Expenses

·       Verifies receipts, expense types, and client specific rules prior to submission to ensure compliance and accuracy.

·       Coordinates with internal teams to resolve discrepancies or missing documentation to prevent delays in reimbursement or billing.

·       Creates detailed expense spreadsheets for the Accounts Payable (AP) department to process contractor reimbursements, ensuring all required data points are accurately captured.

·       Tracks and categorizes expenses across multiple contractor types including Corp to Corp, W 2, VMS managed workers, and billable vs. non billable classifications.

·       Meets required SLAs within the customer service portal when reviewing, approving, and processing contractor expenses.

10%

Canada Special Invoicing

·       Processes Canada specific billing and timecards on Weekly, Monthly, and 1–31 cycles, ensuring compliance with Canadian billing standards and client expectations.

·       Reviews contractor entries for accuracy, including rates, hours, taxes, and required documentation.

·       Prepares and submits invoices through email or Canadian client portals and coordinates with Accounts Receivable for proper posting and reconciliation.

·       Troubleshoots discrepancies or portal issues and collaborates with internal teams to resolve them promptly.

·       Creates detailed Canada revenue spreadsheets at month‑end, consolidating all Canada invoices and corresponding payment information for reconciliation and reporting.

20%

Development and Additional Responsibilities

·       Performs advanced billing functions as well as core duties associated with the Billing Specialist I role to support overall team operations and workload coverage.

·       Maintains up to date knowledge of industry trends, evolving client requirements, system enhancements, and best practices through continuous learning, research, and professional development.

·       Demonstrates higher level Excel proficiency, including advanced formulas, pivot tables, multi sheet data management, and complex data analysis to support billing accuracy and reporting needs.

·       Manages and monitors the ServiceNow dashboard for client‑specific Fieldglass accounts, ensuring timely timecard submissions, accurate issue resolution, and proper workflow routing to support seamless payroll processing.

·       Review CIRs for accuracy, identify states requiring tax, and enter applicable taxes into the VMS to ensure proper invoicing.

·       Collects timecards from contractors and various web sites to remove them from the Missing List.

·       Collaborates with cross functional teams to troubleshoot issues, streamline processes, and support special projects or initiatives that enhance billing efficiency and accuracy.

·       Performs additional duties and special assignments as directed by management to support departmental goals and operational excellence.

·       Participates in Zoom/Teams meetings with internal teams or external clients when clarification or collaboration is required.

10%

ACA Benefits

·       Pulls and processes ACA related reporting and billing for designated contractors.

·       Ensures accuracy of benefit charges and compliance with ACA guidelines.

Coordinates with internal benefits teams when discrepancies or updates are required.

·       Meets all OKRs as defined by Billing Leadership and aligned with departmental goals.

·       Consistently completes all billing and adjustment deadlines across Weekly, Bi‑Weekly, Semi‑Monthly, Monthly, and 1–31 billing cycles.

·       Meets all weekly deadlines for contractor expense billing and adheres to required SLAs within the customer service portal, ensuring timely reimbursement and client invoicing.