Billing & Administrative Specialist

US Water Services Corporation; Town of Florida (NY); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Short-Term Disability Insurance

Long-Term Disability Insurance

Paid Time Off

Holiday Pay

401k with Company Match

Job summary

U.S. Water Services Corporation is seeking an Administrative Assistant to provide comprehensive administrative and clerical support with a strong emphasis on billing and financial coordination.

The role handles invoice preparation, tracking, and reconciliation while ensuring accurate recordkeeping and timely billing submissions. The ideal candidate has at least two years of administrative experience with direct billing or invoicing responsibilities, and proficiency in Microsoft Office.

Qualifications

• High school diploma or equivalent required; associate degree in Business Administration, Accounting, or related field preferred
• Minimum of two (2) years of administrative experience with direct billing or invoicing responsibilities
• Hands-on experience with billing, invoicing, and accounts receivable required
• Experience supporting accounts payable processes preferred
• Strong understanding of invoice lifecycle, documentation requirements, and discrepancy resolution
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), with strong Excel skills preferred
• Strong data entry skills with a high level of accuracy
• Excellent written and verbal communication skills
• Strong organizational, time management, and multitasking abilities
• Ability to work independently while collaborating effectively with a team
• High level of professionalism, discretion, and attention to detail

Responsibilities

• Prepare, review, and process invoices to ensure accuracy, completeness, and compliance with contract or client requirements
• Track invoice status from creation through submission and payment, following up on outstanding or past-due invoices
• Coordinate with Accounts Receivable to support collections efforts and resolve payment discrepancies
• Assist with Accounts Payable functions, including invoice verification and coding support as needed
• Maintain detailed billing records, job documentation, and supporting backup for invoicing purposes
• Review job documentation and ensure all required details are included prior to invoice submission
• Identify and resolve billing discrepancies, missing documentation, or approval issues
• Support monthly billing cycles, reporting, and reconciliation processes
• Communicate with internal teams and clients regarding billing questions, status updates, and documentation needs
• Perform accurate data entry and maintain billing and administrative databases
• Provide general administrative support, including filing, document preparation, and correspondence
• Manage calendars, schedule meetings, and coordinate departmental activities
• Answer and direct incoming calls and provide professional customer service
• Assist with special projects and reporting related to billing and administrative functions
• Maintain confidentiality of financial and company information
• Perform other duties as assigned

Skills

Billing

Invoicing

Accounts Receivable

Excel

Data Entry

Communication

Organization

Education

High School Diploma

Associate Degree

Tools

Word

Excel

Outlook

PowerPoint

Job description

U.S. Water Services Corporation is seeking an Administrative Assistant to provide comprehensive administrative and clerical support with a strong emphasis on billing and financial coordination.

The role handles invoice preparation, tracking, and reconciliation while ensuring accurate recordkeeping and timely billing submissions. The ideal candidate has at least two years of administrative experience with direct billing or invoicing responsibilities, and proficiency in Microsoft Office.