Billing Specialist/Invoice Clerk

This onsite Billing Specialist / Invoicing Clerk role focuses on accurately converting customer orders and shipments into invoices, processing high-volume billing transactions, and entering credit memos in a structured, system-driven environment. You will work closely with the accounting team to ensure precise and timely invoicing, support documentation, and customer billing, while maintaining a strong emphasis on detail, accuracy, and consistency.

Responsibilities

• Convert orders and shipments created by the Order Entry Department into accurate invoices using the billing system.
• Process a high volume of invoices, averaging approximately 400–500 invoices per day.
• Review and analyze invoices, with an average of 200–250 invoices daily requiring additional information such as tracking numbers or other details.
• Prepare, mail, and email invoices to customers in a timely and accurate manner.
• Scan and upload supporting documentation into the billing system to maintain complete and organized records.
• Enter credit memos into the system using information provided on hard copy forms, ensuring accuracy and completeness.
• Manage varying volumes of credit memos, including heavier periods toward month-end with approximately 50–75 credit memos per day.
• Perform invoice reconciliation, including matching invoices to purchase orders and resolving discrepancies as needed.
• Support customer and shipping billing activities, ensuring correct billing information and adherence to established procedures.
• Use Microsoft Excel and billing systems to track, verify, and update invoice and credit memo data.
• Monitor and address recurring areas of concern in daily billing processes, maintaining consistent quality and accuracy.
• Collaborate with the accounting team and other departments to resolve billing issues and ensure smooth order-to-invoice workflows.
• Maintain a high level of attention to detail and accuracy in all data entry and documentation tasks.

Requirements

• 1–2 years of experience in billing, invoicing, or a similar administrative or accounting support role.
• Hands-on experience with invoice processing and customer invoicing.
• Proficiency with billing systems and order entry processes.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Experience with credit memo entry and related billing adjustments.
• Working knowledge of Microsoft Excel for basic data handling and tracking.
• Ability to perform invoice reconciliation, including purchase order and invoice matching.
• Comfort working with high-volume transaction environments (hundreds of invoices and credit memos per day).
• Ability to quickly learn and navigate new systems and software.
• Strong focus on accuracy, consistency, and adherence to established billing procedures.

Qualifications

• Experience with Acumatica or similar ERP/billing systems.
• Familiarity with purchase orders and shipping-related billing processes.
• Experience in customer and shipping billing in a distribution, retail, or tools-related environment.
• Demonstrated ability to manage routine, system-generated tasks while maintaining high quality standards.
• Strong organizational skills and the ability to prioritize work in a fast-paced, high-volume setting.

Schedule

• Monday through Friday, with standard shifts of 6:00 a.m.–2:30 p.m. or 7:00 a.m.–3:30 p.m.
• Approximately 40 hours per week for a duration of about two months or longer.
• 100% onsite in an office environment.

Pay

$25.00 - $26.00 per hour.

Benefits

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 insurance
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D 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)