Billing Clerk

Location: Fairfax

Description

Position Title:

Billing Specialist

Reports To:

Controller

Position Type:
Full-Time

Location:

Vermont

Position Overview

The Accounts Receivable Billing Specialist is responsible for processing daily shipment invoicing, credit card batches, and receivables management. This role includes performing collection activities for overdue accounts and providing administrative support to the Controller. Additional duties include handling incoming mail, providing accounts payable backup, and collaborating with Sales and Customer Service departments.

Key Responsibilities

+ Prepare and issue daily shipment invoices.

+ Process credit card batches, disputes, and NSF checks.

+ Coordinate with Sales on special terms and discounts before invoicing.

+ Distribute invoices using electronic and traditional methods.

+ Handle manual refund and credit card adjustments.

+ Manage temporary credit limit requests awaiting management approval.

+ Release orders held for review and facilitate shipment.

+ Process, document, and resolve merchandise returns and credit memos.

+ Allocate freight charges to distributor invoices as needed.

+ Communicate with distributors regarding shipments via mail, fax, and email.

+ Maintain price adjustment logs in Excel for distributor accounts.

+ File and organize invoices, credits, and returns.

+ Assist Customer Service and Receiving on account or shipment issues.

+ Maintain records of processing issues to support operational improvements.

+ Serve as backup for Accounts Payable, including voucher entry for freight charges.

+ Provide front office coverage as receptionist when required.

+ Research and resolve account variances; enter manual invoices and credits.

+ Monitor accounts for overdue invoices and discrepancies; aid in collections as needed.

+ Prepare documents for audit confirmation and organize requested receivables.

+ Supply sales representatives with account status and aging reports.

+ Update customer master account information.

+ Support compliance initiatives as directed.

+ Safeguard confidential information and support company ISO standards.

+ Follow company guidelines for personal protective equipment and firearms safety.

+ Maintain a clean and organized work area; report any safety or maintenance issues.

+ Display professionalism and effective communication with colleagues and management.

+ Participate in daily 5S process and undertake other assigned duties as needed.

Requirements

Qualifications

+ High school diploma with 2-3 years of experience.

+ Understanding of general ledger accounts.

+ Strong organizational abilities and effective team collaboration.

+ Proficient with Microsoft Office Suite.

+ High attention to detail and time management skills.

+ Ability to handle multiple assignments and prioritize workload efficiently.

+ Regularly sits, uses hands, communicates; occasionally stands and moves about.

+ Must have close vision capabilities; able to lift up to 20 lbs.

+ Willingness to work additional hours as business needs require.

Working Conditions Work is performed in a climate-controlled office and heated manufacturing/warehouse facility. Limited exposure to extreme temperatures, ventilation issues, or fumes. Moderate noise level from light manufacturing, shipping, and office equipment. No known environmental hazards anticipated.

Physical Demands

+ Ability to lift office objects up to 20 lbs.

+ Must be able to work at a computer for extended periods.

+ Availability to work extra hours for peak periods, projects, or deadlines.

Disclaimers

+ This job description does not represent a complete list of all duties and responsibilities. Management may modify duties as needed to support business flexibility.

+ Employment is at-will; the company or the employee may terminate the relationship at any time, for any legal reason or for no reason.

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

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All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit  for more information.

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