Billing Specialist

Cook & Boardman, LLC; City of Syracuse (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

Cook & Boardman, LLC is seeking an accounting professional to manage invoicing, data entry, and billing processes within a warehouse and office environment. You will compile data from purchase orders, work orders, and field invoices, enter it into accounting software, and prepare customer invoices for various submission methods.

The role emphasizes meeting KPI targets for timely submission, accuracy, and collaboration with project managers and the accounting team.

Qualifications

• Associates Degree preferred or equivalent combination of education/experience.
• Minimum of 1 year general accounting experience.
• US driver’s license preferred.
• Must pass pre-employment background check and drug screens.

Responsibilities

• Read and assemble data from files and invoices to prepare data for billing.
• Enter information into accounting software and prepare customer invoices.
• Submit invoices using Excel and third-party websites.
• Meet KPI standards for billing accuracy and timeliness.
• Process adjustments to Freight, Sales Tax, or other billing components.
• Handle change orders and final billings with project management.
• Coordinate with Accounting Team and Project Managers to gather required data.

Skills

Microsoft Excel

Microsoft Word

Microsoft Outlook

Time management

Organizational skills

Effective communication

Mathematical skills

Education

Associate degree preferred

Tools

Accounting software

Job description

Essential Functions

• Reads computer files or gathers records such as purchase orders, work orders, and field technicians’ invoices to compile needed data. Enters information into accounting software. Prepares invoices, listing items sold, amounts due, and dates of shipment. Submit customer invoices using various methods including Excel and third-party websites. Meet or exceed minimum required KPI standards for the job.
• KPI - Process invoices for all orders at a ready for billing status at a department mandated cadence.
• KPI - Submit all invoices to the respective customer within 24 hours of posting unless otherwise specified by the client.
• KPI - Reconcile submission of all assigned accounts monthly and notate completion date on checklist.
• Records and processes adjustments to Freight, Sales Tax, or other billing components to correctly represent charges to customers
• Processes change order and final billings utilizing internal submission process and thru partnership with project management team
• Communicate with Accounting Team and Project Managers to obtain data/information required to perform duties. Ongoing monitoring and tracking of internal billing request submissions to ensure completion and notification.
• Support other members of Accounting Team as a backup for multiple functions (e.g. waiver review/completion, contract review)
• Assist with special projects as necessary
• Other duties as assigned by management

Minimum Qualifications

• Associates Degree preferred, or an equivalent combination of education/experience
• Minimum of 1-year general accounting experience, preferred.
• Current and valid US driver’s license preferred
• Must pass pre-employment background check and drug screens

Knowledge, Skills, and Abilities

• Excellent Computer skills especially Microsoft Office products especially Excel, Word, and Outlook
• Effective accounting system skills and ability to learn and utilize industry specific software
• Effective time management and organizational skills
• Effective communication skills both verbal and in writing, excellent mathematical skills

Physical 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. While performing the duties of this role, the employee is regularly required to talk, hear, and see. The employee is frequently required to stand, walk, use hands to handle or feel objects, and reach with hands and arms. This role requires frequent lifting of items weighing 5-25 pounds and occasional lifting of up to 50 pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Work Environment

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. This position operates in both a professional office setting and a warehouse environment. The role routinely uses standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines. Occasional travel to project sites may be required. Warehouse conditions include proximity to forklifts and other heavy machinery and the use of various tools and hardware. Employees may be subject to frequent heavy lifting and exposure to variable weather conditions, including extreme heat and cold. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this job description are representative of the knowledge, skills, and/or abilities required to fulfill the essential functions of the role. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act (ADA) and applicable state and local laws.