Accounting Specialist II

About the Role

The Billing Accounting Specialist II ensures accurate and timely processing and reconciliation of invoices from accounts payable vendors and National Accounts, supporting both Tire Centers and inventory stored at the Distribution Center. This role manages high-volume, complex billing cycles—including credit memos, adjustments, and dispute resolution—while maintaining detailed audit trails and supporting month-end close activities. The specialist collaborates with Les Schwab buyers and store personnel to ensure invoice accuracy and prompt issue resolution.

Responsibilities

• Distribution Center Invoice Matching (30%): Process vendor invoices for inventory received at the Distribution Center using a 3-way match (invoice, purchase order, and goods receipt). Investigate discrepancies between invoice amounts and internal pricing files. Coordinate with the Purchasing department to resolve variances and maintain pricing accuracy.
• Drop Ship Invoice Matching and Rebilling (20%): Receive and verify invoices for merchandise drop-shipped directly to Tire Centers. Perform a 2-way match between the invoice and purchase order, and confirm receipt with the Tire Center. Verify accurate pricing and initiate rebilling processes, ensuring proper documentation and audit trail integrity.
• National Account Delivery Receipt Processing (20%): Review and process Delivery Receipts for major National Accounts (e.g., Michelin, Bridgestone, Continental) received from Les Schwab Tire Centers. Ensure all documentation is complete and accurate, including fleet numbers, credit card data, product codes, service billing, and Tire Center account identifiers. Collaborate with Tire Center personnel to resolve discrepancies and enter verified information into third-party billing platforms for timely and accurate customer invoicing.
• Credit Processing & Rebilling (10%): Validate Delivery Receipt credits issued by third-party vendors for accuracy. Enter credit data into internal accounting systems and promptly rebill Tire Centers at the correct inventory valuation. Ensure all adjustments are properly documented and comply with internal policies and external contract terms.
• General Ledger Coding (5%): Accurately code product, freight, and service charges to the appropriate general ledger (GL) accounts based on the nature of the goods and services provided. Ensure compliance with the company’s chart of accounts and financial policies.
• Invoice Finalization (5%): Conduct final invoice reviews to ensure accuracy and completeness before submitting for payment processing by the Warehouse Accounting team. Ensure each invoice meets audit standards and internal control requirements.
• Vendor Claims and Credit Resolution (5%): Initiate and process vendor claims for issues such as pricing discrepancies and merchandise shortages. Track and apply vendor credits related to claim settlements to ensure accurate financial reporting.
• Special Projects & System Enhancements (5%): Participate in system testing and validation activities (e.g., ADVANCE system upgrades or billing enhancements). Support special assignments that promote process improvements, automation, and cross-functional efficiency.

Requirements

• High school diploma or GED required.
• 1+ year prior experience as a Billing Specialist I or equivalent billing experience, preferably in a high-volume, multi-location, or multi-entity environment.
• Some accounting coursework preferred.

Skills

• Technical Skills:
  • Experience with ERP systems (e.g., Oracle, SAP, NetSuite) and billing platforms or third-party portals for large customers.
  • Proficiency in Excel (advanced functions, pivot tables, VLOOKUP).
  • Proficiency in Google Workspace preferred.
  • Accurate 10-key proficiency.
  • Familiarity with accounts payable processes, 3-way and 2-way match procedures, and GL coding.
  • Experience with NetSuite is preferred.
  • Prior experience supporting national accounts, distribution centers, or drop ship orders to retail locations is a strong plus.
  • Experience managing vendor relationships and resolving payment discrepancies.
  • 6+ months experience with Les Schwab Accounting systems and processes preferred.
• General Abilities:
  • Communication: Ability to communicate clearly and professionally (verbally and in writing), actively listen, and draft effective written communications.
  • Adaptability: Willingness to work in a fast-paced, ever-changing environment and adapt to organizational, process, and technology changes.
  • Service Excellence: Stakeholder-focused mindset with the ability to anticipate needs, collaborate on solutions, and consistently meet expectations.
  • Teamwork: Ability to establish rapport, cooperate, and work effectively with co-workers while sharing information and supporting team goals.
  • Analytical Skills: Ability to analyze billing data, verify accuracy, investigate discrepancies, and identify trends to recommend process improvements.
  • Initiative: Proactively identify and resolve billing discrepancies, take ownership of workload, and drive process improvements.
  • Leadership: Ability to lead through influence, mentor junior team members, and contribute to training and process documentation.

Physical Requirements

• Primarily sedentary position; frequently required to sit, occasionally stand, walk, stoop, kneel, and bend.
• Frequent and repetitive use of hands and fingers to operate computer, mouse, keyboard, and office equipment; ability to reach with hands and arms.
• Occasional lifting of up to 20 pounds.
• Close visual acuity and ability to adjust focus.
• Ability to communicate verbally and exchange information over the phone and in person.

Work Environment

Office-based, non-manual work; not substantially exposed to adverse environmental conditions.