Invoicing Specialist

Aston Carter; Pella (IA); On-site; USD 30,000 - 33,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Disability insurance

HSA (Health Spending Account)

Transportation benefits

Employee Assistance Program

Paid time off

Job summary

Aston Carter is seeking an Invoicing Specialist to process repair parts invoices, debit memos, and credit memos with a focus on accuracy in Pella, IA. The role includes data entry, coordinating with Shipping, Pricing, and IT to resolve questions, and ensuring timely month-end and year-end invoicing deadlines.

The ideal candidate has strong Excel skills, the ability to train team members and summer students, and a commitment to maintaining precise financial records in a fully onsite environment.

Qualifications

• Minimum of three years of experience and/or training in invoicing or a similar role, or an equivalent combination of education and experience.
• High school diploma.
• Strong data entry skills with emphasis on speed and accuracy.
• Hands-on experience with invoice processing and reconciliation.
• Proficiency in Microsoft Excel for managing and reviewing invoicing data.
• Ability to accurately enter freight and miscellaneous charges, terms codes, and General Ledger accounting group codes (AGCs).
• Strong attention to detail and commitment to maintaining accurate financial records.
• Ability to coordinate effectively with cross-functional teams such as Shipping, Pricing, and IT.

Responsibilities

• Process repair parts invoices and related debit memos and credit memos with a high level of accuracy.
• Enter freight and miscellaneous charges, terms codes, General Ledger accounting group codes (AGCs), and notepad notes into sales orders.
• Email invoicing documents to dealers in a timely and professional manner.
• Coordinate with Shipping, Pricing, and IT teams to clarify and resolve internal and external invoicing questions and system issues.
• Ensure accuracy of all invoice data and reconcile discrepancies as needed.
• Adhere to month-end and year-end special deadlines and complete all required invoicing activities within these timelines.
• Provide backup support to team members to ensure continuity of invoicing operations.
• Train team members and summer students on invoicing processes, systems, and best practices.
• Maintain organized records and documentation related to invoices, memos, and communications.
• Use Microsoft Excel and other systems to support invoice processing, reconciliation, and reporting.

Skills

Data entry

Invoicing

Excel

Cross-functional coordination

Education

High school diploma

Tools

Invoicing software

General Ledger systems

Job description

Job Title: Invoicing Specialist

The Invoicing Specialist processes repair parts invoices along with related debit and credit memos, ensuring all charges, codes, and notes are accurately entered and communicated. This role focuses on precise data entry, coordination with internal teams to resolve invoicing and system issues, and timely completion of month-end and year-end invoicing deadlines. The position also involves supporting and training team members, including summer students, to maintain consistent and accurate invoicing practices.

Job Description

The Invoicing Specialist processes repair parts invoices along with related debit and credit memos, ensuring all charges, codes, and notes are accurately entered and communicated. This role focuses on precise data entry, coordination with internal teams to resolve invoicing and system issues, and timely completion of month-end and year-end invoicing deadlines. The position also involves supporting and training team members, including summer students, to maintain consistent and accurate invoicing practices.

Responsibilities

• Process repair parts invoices and related debit memos and credit memos with a high level of accuracy.
• Enter freight and miscellaneous charges, terms codes, General Ledger accounting group codes (AGCs), and notepad notes into sales orders.
• Email invoicing documents to dealers in a timely and professional manner.
• Coordinate with Shipping, Pricing, and IT teams to clarify and resolve internal and external invoicing questions and system issues.
• Ensure accuracy of all invoice data and reconcile discrepancies as needed.
• Adhere to month-end and year-end special deadlines and complete all required invoicing activities within these timelines.
• Provide backup support to team members to ensure continuity of invoicing operations.
• Train team members and summer students on invoicing processes, systems, and best practices.
• Maintain organized records and documentation related to invoices, memos, and communications.
• Use Microsoft Excel and other systems to support invoice processing, reconciliation, and reporting.

Essential Skills

• Minimum of three years of experience and/or training in invoicing or a similar role, or an equivalent combination of education and experience.
• High school diploma.
• Strong data entry skills with emphasis on speed and accuracy.
• Hands-on experience with invoice processing and reconciliation.
• Proficiency in Microsoft Excel for managing and reviewing invoicing data.
• Ability to accurately enter freight and miscellaneous charges, terms codes, and General Ledger accounting group codes (AGCs).
• Strong attention to detail and commitment to maintaining accurate financial records.
• Ability to coordinate effectively with cross-functional teams such as Shipping, Pricing, and IT.

Additional Skills & Qualifications

• Experience handling debit memos and credit memos within an invoicing environment.
• Ability to clearly communicate invoicing information and resolve questions with internal teams and external partners.
• Comfort with training and providing guidance to colleagues and summer students.
• Strong organizational skills to manage multiple invoices and deadlines, including month-end and year-end cycles.
• Ability to work independently while also contributing to a collaborative team environment.

Work Environment

This is a fully onsite position, working five days per week. Core hours for the team are 7:30 a.m. to 4:30 p.m., providing a structured daytime schedule. The role involves consistent use of computers and invoicing systems, with a focus on accurate data entry, coordination with other departments, and timely communication. The environment supports collaboration with Shipping, Pricing, and IT teams and offers opportunities to train and support other team members and summer students.

Job Type & Location

This is a Contract position based out of Pella, IA.

Pay And Benefits

The pay range for this position is $22.00 - $24.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&DD for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Pella,IA. Application Deadline This position is anticipated to close on Sep 24, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.