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Billing Specialist

3 months ago

Newark, United States Ports America Shared Services, Inc Full time

At Ports America, the Billing Specialist is an entry-level billing position. The primary responsibility of a Billing Specialist is accurate and timely entry, review, and distribution of high volume customer invoices. The Billing Specialist ideally is capable of handling multiple complex customer accounts.

**Essential Duties**:

- Prepares customer invoices based on data submitted either electronically or manually
- Enters invoice data into the appropriate invoice database(s) timely and accurately, and completes other statistical reports, including tonnage and production reports
- Verifies/reconciles all billing documents and works closely with the operations staff to ensure accuracy and that all documents are complete
- Maintains good understanding of contract terms and conditions
- Prepares 3rd party or non-liner billing based on quoted rates not maintained within the billing systems
- Prepares accurate detailed invoices according to specifications within billing system(s), and distributes to customers and to Ports America staff according to schedule
- Ensures all billing is captured accurately prior to the month-end closing process.
- Maintains complete, comprehensive, and current billing files
- Scans and files invoice backup information
- Acts as an informational resource for internal and external customers, managing inquiries concerning billing documentation, invoices and adjustments
- Handles customer invoice disputes to resolution and prepares invoice adjustments, based on guidance from Billing Manager
- Works closely with credit/collections team to resolve short pays and uncollected invoices
- Produces reports from the accounting systems according to schedule and upon request
- If needed, reconciles payroll data as it relates to billing, ensuring accuracy and that all information is complete and accurate for billing
- Assists in the calculation of accruals for all unbilled revenue during month-end closing process for Billing Manager review
- Supports PNAT and Ports America finance functions by providing documentation and clarity for external audit testing
- Completes all other tasks and projects as assigned

**Minimum Requirements (Education, Experience, Certifications)**:

- Degree in accounting, finance or business; and/or comparable work experience preferred
- Equivalent combination of education and experience will be considered
- Requires the ability to obtain and maintain a Transportation Workers Identification Card

**Knowledge, Skills & Abilities**:

- Detail oriented with strong analytical skills, good sense of reasoning
- Strong verbal and written communication skills - able to provide a high level of customer service when communicating with various internal departments, support personnel, and external customers
- Intermediate to advance excel skills (demonstrated competencies in linking spreadsheets, V lookup, pivot tables, complex formulas)
- Experience working with large ERP and/or proprietary billing systems preferred
- Works well under pressure; must meet deadlines
- Able to organize work flow, set priorities, and manage multiple projects
- Able to function effectively in a team environment
- Willing to work overtime during peak periods or on rare occasions on weekend days if needed

**Working Conditions**:

- Office environment

**NOTE**: This job description is not intended to be all-inclusive. Employees may perform other related duties as needed to meet the ongoing needs of the organization.

This role does not offer sponsorship for work authorization. External applicants must be eligible to work in the US.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)