DEPARTMENT: Divisional Headquarters Finance & Accounting

POSITION TITLE: Billing Specialist 

STATUS: Regular Full-Time/Non-Exempt

COMPENSATION: $28.85-33.65 (DOE)

 

SCOPE OF POSITION:

The Billing Specialist is a junior-level position responsible for overseeing the billing process for multiple corps/units and ensuring the accurate and timely processing of invoices, payments, and account reconciliations. This role includes managing complex billing issues and serving as the primary point of contact for billing-related inquiries. The Billing Specialist will also collaborate closely with the corps to ensure seamless billing operations and maintain positive relationships with our corps locations.

DUTIES & RESPONSIBILITIES:

Lead and Oversee Billing Operations:

Oversee and manage all billing activities to ensure accuracy, timeliness, and compliance of invoices. Review and approve invoices, payment schedules, and account adjustments for complex billing situations. Ensure that all billing rates, cost allocations and indirect costs are in line with the approved contract budgets and funding guidelines. Prepare and submit accurate and timely invoices in accordance with contract requirements Develop and implement billing processes and strategies to improve efficiency and accuracy.

Account Reconciliation and Reporting

Perform regular reconciliations of contract balances, ensuring all billable expenses are properly captured and billed. Track and report on accounts receivable for contracts, ensuring timely collection of funds. Collaborate with the corps/units and Finance Department to resolve any billing discrepancies and ensure accurate data flow.

Process Improvement and Compliance:

Identify inefficiencies or gaps in the billing process and work to streamline operations through process improvements. Ensure that billing processes comply with company policies, industry standards, and relevant legal and regulatory requirements. Maintain and update billing records in accordance with accounting principles and audit standards. Assist with internal and external audits and miscellaneous projects

EDUCATION & EXPERIENCE:

Education: Associate’s degree in accounting, Finance, Business Administration, or a related field preferred. Equivalent experience may be considered. Experience: 2+ years of experience in billing, accounts receivable, or accounting Experience working with complex billing systems, contract management, and large customer accounts. Skills: Advanced proficiency with accounting software and MS Excel. Strong understanding of billing cycles, accounts receivable management, and invoicing best practices. Ability to analyze and resolve complex billing issues and discrepancies. Strong communication skills, particularly when dealing with high-value clients or complex issues. Attention to Detail: Ability to review complex contracts, invoices, and financial reports with a keen eye for accuracy and compliance. Organizational Skills: Strong ability to manage multiple priorities, deadlines, and customer needs simultaneously.

Additional Skills:

Knowledge of relevant accounting regulations, and compliance standards (e.g., GAAP, SOX). Familiarity with Shelby systems is a plus. A customer-focused mindset, with strong problem-solving abilities and conflict resolution skills. Professional Communication with the internal and External Customers Valid driving license required Must be able to pass WA MVR check and TSA in-house driver training. 

PHYSICAL REQUIREMENTS:

Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead Ability to operate telephone Ability to operate a desktop or laptop computer Ability to lift up to 25 lbs. (usually file boxes) Ability to access and produce information from a computer Ability to understand written information

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship will result.

Working Conditions:

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomfort associated without noise, dust, dirt and similar.

The Salvation Army reserves the right to reassign, review the job or to require that different or additional tasks be performed based on the organization’s need or when circumstances change.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine is religious mission.

Work Schedule / Location:  Monday through Friday / In-person at Northwest Division headquarters in Seattle, WA, with opportunity to work remotely on a part-time basis.

The Salvation Army is an Equal Opportunity Employer and committed to providing a respectful environment for all applicants and employees that is free from unlawful discrimination or harassment based on age, race, color, religion, sex, national origin, marital status, disability, citizenship, sexual orientation, gender identity, gender expression, or any other characteristic protected by law. Such equal opportunity for employment will apply to recruitment and hiring, training, promotion, salaries and other compensation, transfers and layoffs or termination.

GENERAL STATEMENT:

The Salvation Army is a branch of the Christian Church, and the ultimate goal of all programs is spiritual regeneration of all people.

A generous benefits package is included with full-time positions:  paid holidays, vacation time, sick time, and medical, vision, and dental insurances.

Health Insurance: Low bi-weekly premiums ($34.62) for employee only coverage, Kaiser HMO for those residing in a Kaiser service area, Anthem EPO/PPO is available for those residing outside of a Kaiser service area.  Voluntary +1 and +family coverage at additional cost.  Delta Dental DHMO and DPPO dental insurance offered starting at $2.31 bi-weekly cost.  Employees are covered by an employer paid life insurance policy.  Voluntary supplemental life, short-term and long-term disability plans are available.

Retirement Plans: Employer-funded Money Purchase Pension Plan (Defined Contribution Plan) 50% vested at 5 years eligible service time, employee funded voluntary 403(b) options

Parental Leave: Benefit will be one week (5 business days) of paid leave at the employee’s normal rate of pay for births, adoptions and foster placements.

Sick Leave: 12 days annually accruing from day one, eligible for use after 3 months’ service time. 

Paid Vacation: 2 weeks annually accruing from day one, for non-exempt positions. 4 weeks annually accruing from day one, for exempt positions. Accrued vacation eligible for use after 6 months’ service time.

Paid Holidays: 13 designated holidays + 1 floating holiday per year