Billing Associate

Position Summary:

The hours for this position are Monday through Friday 8am-5pm.

The Billing Associate plays a crucial role in our finance department, responsible for validating vendor invoices, reconciling purchase orders, generating customer invoices, and coordinating with internal departments to resolve discrepancies. The associate ensures compliance with company policies and supports financial integrity by maintaining detailed records and facilitating smooth billing operations. The Billing Associate ensures accuracy in financial transactions, maintains organized records, and communicates effectively with vendors regarding billing inquiries and discrepancies. The Billing Associate works closely with the Accounts Payable team and Customer Service, contributing to efficient financial operations and supporting the overall goals of the department.

Reasonable Accommodations Statement:

To perform this job successfully, an individual must be able to perform each essential duty

satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities:

• Accurately enter financial transactions into the accounting software to maintain precise records of billing details and accounts payable.
• Review and verify invoices for appropriate documentation and approval prior to payment. Match invoices with purchase orders and ensure proper coding.
• Process invoices for drop-shipped sales, freight, and deferred sales.
• Communicate with vendors regarding billing inquiries, discrepancies, and payment status.
• Collaborate with other finance team members to support projects and initiatives.
• Process billing adjustments, customer returns.
• Assist with monthly accounts payable reconciliation tasks, including reconciling processed work by verifying entries and comparing system reports to balances.
• Review open orders for goods shipped within the month.
• Prepare and analyze accounts payable reports, including aging reports, month-end closing summaries.
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  Carry out additional responsibilities as required to support team objectives and company goals.

Competencies:

To perform the job successfully, an individual should demonstrate the following:

• Adaptability

Adapts to change in the work environment. Manages competing demands, accepts criticism and feedback. Changes approach or method to best fit the situation.

• Communications

Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.

• Cooperation

Establishes and maintains effective relationships. Exhibits tact and consideration. Displays positive outlook and pleasant manner. Helps and support to co-workers. Works cooperatively in group situations. Works actively to resolve conflict.

• Customer Service

Displays courtesy and sensitivity. Manages difficult or emotional customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.

• Dependability

Commits to doing the best job possible. Follows instruction. Keeps commitments. Meets attendance and punctuality guidelines. Responds to requests for service and assistance. Takes responsibility for own actions.

• Problem Solving

Identifies problems in a timely manner. Gathers and analyses information skilfully. Develops alternative solutions. Resolves problems in early stages. Works well in group problem solving situations.

Qualifications:

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  Education/Experience

One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

• 
  Language Ability

Read and interpret documents such as safety manuals, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees.

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  Mathematical Ability

Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Compute rate, ration and percent and draw and interpret bar graphs.

• 
  Reasoning Ability

Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Address problems involving several concrete variables in standardized situations.

Software Skills:

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  Beginning knowledge of Microsoft Office

Certificates and Licenses:

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  None

Work Environment:

The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job operates in a professional office environment. The role routinely uses standard office equipment such as assigned workstation, computer, and phone.

May work remote 1 day a week as needed and approved by manager.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Requires ordinary conversation, hearing, and visual acuity.
• Bend, squat, kneel, twist and reach repetitively.
• Sit, stand, walk for prolonged periods (2 – 6 hours per day), and move about the office and customer facilities as necessary.
• Performing this job regularly requires use of hands to finger, handle, or feel objects, tools or controls.
• Employee must occasionally lift and/or move up to 10 pounds.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as

assigned by their manager.