Billing and Collections Specialist

• Position Objective

Ensure the timely, accurate, and policy-compliant issuance, tracking, and collection of all invoices and other billing documents corresponding to services rendered by CCR Services LLC. This includes proper receipt, processing, and storage of all billing source documents; timely and accurate entry of billing information into all required billing systems, including client platforms; accurate and comprehensive tracking of billing and payment status; clear and timely communications and follow up with internal and external clients and departments; and comprehensive administrative support for billing and collection processes.

• Primary Responsibilities

2.1 Billing Document Creation

• Gather all billing source documents from internal and external customers.
• Verify completeness and accuracy of billing source data.
• Enter all billing information into CCR electronic billing system.
• Retain billing source information in an electronic filing system and retain and dispose of in accordance with document retention policies.
• Use CCR invoicing system to generate and issue invoices and other billing documents to customers within 7 calendar days of rendering of services.
• Ensure each invoice includes all required information as defined by internal and government policies or customers.
• Complete assigned tasks to facilitate the accurate and timely generation of billing documents.

2.2 Billing Document Transmittal and Tracking

• Verify accuracy of invoice and billing documents prior to transmittal.
• Coordinate with customers and business partners to ensure all supporting documents, including Purchase Orders, are accurate and received in a timely manner.
• Use CCR or client billing system to transmit invoice/billing documents to customers in accordance with current guidance.
• Document and track all actions taken for each invoice or billing document in a billing log or similar document.
• Maintain access to all required client billing systems
• Complete all assigned tasks to support the accurate and timely dissemination of billing documents.

2.3. Receiving Payments for CCR-issued invoices or billing documents

Confirm receipt to customer and document receipt of customer payments in CCR billing system in accordance with set timelines and standards.

Accurately apply payments to the corresponding invoices in CCR billing system in accordance with guidelines.

Update status of invoice to reflect payment by customer in invoice/billing document tracker or similar document.

Prepare and disseminate reports on status of invoices and actions being taken

Proactively follow up with customers who have past due invoices

Complete all assigned tasks to facilitate the timely receipt and documentation of all payments.

2.4 Administrative Management

• Digitally archive all issued invoices in accordance with document retention and disposition policies.
• Stay up-to-date and comply with all policies and current regulations.
• Provide support to the Accounting, Customer Service, and Field Operations teams to ensure invoices are issued and submitted within established deadlines.

2.5 Customer Service

• Address inquiries and requests related to invoices and all billing documents and source documents in a respectful and professional manner
• Maintain consistent communication with clients to resolve questions, discrepancies, or issues related to invoices and payments.

2.6 Reporting

Provide the Finance Manager with strategic information and alerts on deviations or potential improvements.