Billing Specialist I (Contingent)

About the Role

The Billing Accounting Specialist I is responsible for the accurate and timely entering, 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 ensures compliance with company billing policies, customer contractual agreements, and accounting best practices. The specialist 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 position collaborates closely with Les Schwab buyers and works directly with store personnel to ensure invoice accuracy and prompt issue resolution, contributing to strong customer relationships and timely revenue recognition.

Responsibilities

• 40% - Distribution Center Invoice Matching: 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.
• 40% - Drop Ship Invoice Matching and Rebilling: 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 accordingly, ensuring proper documentation and audit trail integrity.
• 5% - General Ledger Coding: 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.
• 5% - Invoice Finalization: Conduct final invoice reviews to ensure accuracy and completeness before submitting for payment processing by the Warehouse Accounting team. Ensure that each invoice meets audit standards and internal control requirements.
• 5% - Vendor Claims and Credit Resolution: 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.
• 5% - Special Projects & System Enhancements: 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+ years of experience in Accounting/Journal entries, retail finance support, or a transactional processing role.
• Experience in a multi-location retail environment or shared services center is preferred.
• Some accounting coursework preferred.
• Proficiency in ERP systems (e.g., NetSuite, Oracle, SAP).
• Proficiency in Excel (intermediate).
• Accurate 10-key proficiency.
• Proficiency in Google Workspace is preferred.
• 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.
• 6+ months experience with Les Schwab Accounting systems and processes preferred.

Skills

• Communication: Ability to communicate clearly and professionally (both verbally and in writing) while ensuring the quality and content of the message are relevant to the circumstances. Includes active listening, drafting and proofreading written communications, and effective verbal exchanges.
• Adaptability: Willingness to work in an ever-changing environment with the ability to positively adapt to organizational, process, and technology changes. Remaining flexible and effective in response to changing priorities, technologies, regulations, and team needs.
• Service Excellence: Exhibit a stakeholder-focused mindset by anticipating and understanding stakeholders' needs, collaborating to reach suitable solutions, and consistently meeting and delivering on expectations.
• Teamwork: Ability to establish and maintain rapport, interact comfortably, and work well with co-workers. Includes cooperating, being supportive, considering others’ ideas and opinions, sharing information, giving proper credit, and fulfilling team responsibilities.
• Analytical Skills: Use analytical skills to ensure accuracy, compliance, and efficiency in billing and invoicing. Analyze billing data, investigate discrepancies, assess trends, and recommend process improvements to prevent future issues.
• Initiative: Proactively identify and resolve billing discrepancies, monitor invoice flows, track unbilled transactions, and suggest automation or process improvements. Take ownership of workload and drive long-term solutions.
• Leadership: Take ownership of complex billing processes, act as a point of contact for cross-functional teams, mentor junior staff, and contribute to training and process documentation. Drive improvements and encourage a culture of continuous learning and collaboration.

Physical Requirements

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

Work Environment

Office, non-manual work; the worker is not substantially exposed to adverse environmental conditions.