Billing Specialist

capstone group; Bend (OR); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

401(k)

Employer-paid medical/dental/vision

Generous PTO

Flexible spending account

Health savings account

Paid time off

Job summary

Capstone Group in Bend, Oregon is seeking a Billing Specialist to ensure accurate billing, accounts receivable/payable, and efficient cash flow across multiple offices. The role also trains new staff on time entry policies and systems, fostering consistent processes across locations.

The ideal candidate has 1+ year in accounting and strong Excel/Outlook skills, with attention to detail and clear communication.

Qualifications

• High school diploma or equivalent required.
• Minimum of 1 year accounting experience.
• Minimum of 1 year of experience working in an office environment.
• Basic understanding of accounts receivable and billing processes.
• Proficiency in Microsoft Office applications, including Excel and Outlook.
• Strong written and verbal communication skills.

Responsibilities

• Perform monthly billing activities for assigned billing partners.
• Prepare, review, and distribute tax invoices upon completion of projects and services.
• Manage accounts receivable processes for multiple office locations and entities.
• Assist in maintaining accurate receivable records by coordinating monthly transfers to accounts receivable accounts, verifying balances, and preparing detailed reports.
• Enforce established accounts receivable policies, protocols, and procedures on a monthly basis.
• Maintain and monitor the department billing email inbox and respond to client communications in a timely and professional manner.
• Research and resolve invalid, disputed, or unauthorized deductions in accordance with company procedures.
• Respond to client inquiries regarding billing, payments, and account balances.
• Ensure accuracy and integrity of payment processing and cash flow activities.
• Prepare and process scheduled payment runs, including checks, ACH, and electronic payments.
• Review and process employee expense reports and reimbursements in accordance with company policy.
• Serve as the primary trainer for new staff on time entry policies, procedures, and systems.
• Conduct time entry training during onboarding and provide refresher training as policies or systems change.
• Develop and maintain time entry training materials, quick-reference guides, and job aids.
• Review new staff time entries for accuracy, completeness, and proper chargeable and non-chargeable coding, and provide corrective coaching.
• Serve as a resource for ongoing time entry questions and elevate system issues as needed.

Skills

Accounts receivable knowledge

Billing processes understanding

Microsoft Excel

Microsoft Outlook

Communication skills

Education

High school diploma or equivalent

Associate degree in Accounting/Business Administration (preferred)

Tools

QuickBooks

NetSuite

Job description

About Us

We are a multifaceted CPA firm with 16 offices across the Pacific Northwest providing financial and tax planning to our business and personal clients by offering payroll, bookkeeping, auditing, and tax services. We have partnered with wealth advisors and estate attorneys to create Coordinated Financial Care service for our clients.

The Job

This position plays a critical role in ensuring the accuracy and efficiency of the firm's billing, accounts receivable, and accounts payable processes. The Billing Specialist is responsible for handling client accounts, processing and monitoring both incoming and outgoing payments, maintaining vendor and client records, and addressing client and vendor billing inquiries. This position also serves as the primary trainer for new staff on time entry policies, procedures, and systems.

Potential Duties:

• Perform monthly billing activities for assigned billing partners.
• Prepare, review, and distribute tax invoices upon completion of projects and services.
• Manage accounts receivable processes for multiple office locations and entities.
• Assist in maintaining accurate receivable records by coordinating monthly transfers to accounts receivable accounts, verifying balances, and preparing detailed reports.
• Enforce established accounts receivable policies, protocols, and procedures on a monthly basis.
  
• Maintain and monitor the department billing email inbox and respond to client communications in a timely and professional manner.
• Research and resolve invalid, disputed, or unauthorized deductions in accordance with company procedures.
• Respond to client inquiries regarding billing, payments, and account balances.
• Ensure accuracy and integrity of payment processing and cash flow activities.
• Prepare and process scheduled payment runs, including checks, ACH, and electronic payments.
• Review and process employee expense reports and reimbursements in accordance with company policy.
• Serve as the primary trainer for new staff on time entry policies, procedures, and systems.
• Conduct time entry training during onboarding and provide refresher training as policies or systems change.
• Develop and maintain time entry training materials, quick-reference guides, and job aids.
• Review new staff time entries for accuracy, completeness, and proper chargeable and non-chargeable coding, and provide corrective coaching.
• Serve as a resource for ongoing time entry questions and elevate system issues as needed.

Required Qualifications:

• High school diploma or equivalent required.
• Minimum of 1 year of accounting experience required.
• Minimum of 1 year of experience working in an office environment.
• Basic understanding of accounts receivable and billing processes.
• Proficiency in Microsoft Office applications, including Excel and Outlook.
• Strong written and verbal communication skills, including proper spelling, grammar, and professional business correspondence.
  

Preferred Education and Experience:

• Associate degree in Accounting, Business Administration, or related field preferred.
• Experience with QuickBooks or NetSuite products is a plus.
• Knowledge of annual tax filing requirements and related billing processes.
• Experience working in a multi-location or professional services environment preferred.

Although we take our work very seriously, we don't take ourselves too seriously. This is more than just a place to get through the work day. We enjoy our work and our time together!

Benefits:

• 401(k)
• 100% Employer-Paid medical, dental, vision insurance
  
• Generous PTO
• Flexible spending account
  
• Health savings account
• Paid time off
• This role can sit in one of our four central Oregon offices: Prineville, Sisters, Redmond, or Bend