Billing Specialist

Introduction:

We are a leading, national consulting firm that provides compassionate, full-spectrum emergency management services including planning and preparedness, response, recovery, and mitigation services to the public and private sectors before, during and after a natural disaster or catastrophic event.

Our mission is to provide compassionate consulting services to local, state, federal, and industry clients, active in disaster response, recovery, and preparedness. We will be on time, on target, and on budget with the services aligned to the evolving threats and hazards facing our nation.

The position will be guided by ACDC’s Corporate Values Platform in all activities.

Position Summary:

• Job Title: Billing Specialist
• Full Time or Part Time: Full Time
• Temporary/Seasonal/Regular: Regular
• Exempt/Non-exempt: Non-exempt
• Compensation: $25 - $29
• Hourly/Salary: Hourly
• Travel/Location: Remote/hybrid (In the Atlanta, GA area)

Benefits Summary:

• Medical, Vision, and Dental Insurance 
• Short-Term Disability/Voluntary Long-Term Disability 
• 401(k) Account with Company Match 
• Paid-Time Off (PTO): Annual Leave and Sick Leave Accruals 
• Paid Parental Leave 
• Training and Professional Development Opportunities 
• Wellness Benefits/Allowance 
• Corporate Computer 
• Time off to Volunteer 
• Cell Phone Allowance 

Mission of Role/Position Summary:

The Billing Specialist is a key member of the Finance team, responsible for executing accurate and timely contract-based billing, managing accounts receivable, and supporting collections efforts. This role ensures compliance with client agreements and internal policies while maintaining the integrity of billing and AR processes. The Billing Specialist collaborates cross-functionally with project managers, client contacts, and finance leadership to support cash flow objectives, resolve discrepancies, and drive continuous improvements in billing operations and financial reporting. 

Tasks, Duties, and Responsibilities:

• Customer Master Data Management

• Ensure new client setups in the billing system are complete and accurate (billing contacts, terms, tax setup, etc.).

• Maintain accurate and up-to-date customer information (contacts, terms, addresses, etc.) in the billing system.

• Contract-Based Billing:

• Review and interpret client contracts to ensure accurate and timely billing in compliance with agreed terms.

• Familiar with Time & Material, Fixed Fee, and milestone-based billing structures.

• Generate and issue accurate invoices based on timesheets, project milestones, or other billing triggers. Reconcile the time capture system with payroll to ensure accuracy in billing time and cost of service.

• Maintain detailed and organized billing records and documentation.

• Collaborate with project managers, consultants, and other departments to clarify billing details and resolve discrepancies.

• Respond promptly to billing inquiries from clients and internal stakeholders.

• Process billing adjustments, credit memos, and write-offs in accordance with company policy.

• Ensure proper application of sales tax or VAT based on location and service type.

• Update billing schedules, rate tables, and other configurations in the system as needed.

• Cash Receipt posting

• Record daily cash receipts and apply payments to the correct invoices in the accounting system.

• Monitor and resolve payment discrepancies (e.g., short pays, overpayments, misapplied payments).

• Reconcile customer accounts to ensure accurate balances.

• Collections & AR Management

• Send out monthly client account statements and invoice reminders.

• Monitor accounts receivable aging to identify and prioritize overdue accounts.

• Coordinate with project managers to assist in the collections process per escalation policies.

• Initiate follow-up on past-due invoices through calls, emails, or letters.

• Maintain detailed notes on collection efforts in the AR system.

• Prepare and distribute the monthly AR aging report to internal stakeholders.

• Generate ad-hoc billing and AR reports for finance, leadership, or client-facing teams.

• Process Improvement & Compliance

• Assist in identifying opportunities to streamline billing and AR processes.

• Maintain internal controls to ensure billing accuracy and regulatory compliance.

• Support internal and external audits by providing necessary billing and AR documentation.

• Assist with month-end and year-end close activities related to revenue, AR, and cash.

• General Accounting Support:

• Assist the finance and accounting team as needed.

• Other duties as assigned related to the position.

Knowledge, Skills, and Abilities:

• Solid understanding of contract-based billing practices, including Time & Materials, Fixed Fee, and milestone billing.
• High attention to detail with strong organizational skills to ensure accurate and timely invoicing and recordkeeping.
• Ability to read, interpret, and apply contractual billing terms and client-specific invoicing requirements.
• Proficiency in accounting or ERP systems (e.g., QuickBooks, NetSuite, Deltek, Sage Intacct) and Microsoft Excel, including pivot tables and basic formulas.
• Strong analytical and problem-solving skills to identify, investigate, and resolve billing or payment discrepancies.
• Clear and professional written and verbal communication skills to interact with clients, project managers, and internal finance team members.
• Proven ability to prioritize and manage multiple billing cycles, meet deadlines, and adapt in a dynamic environment.
• Familiarity with accounts receivable, collections, and cash application processes.
• Understanding of financial compliance standards (e.g., audit documentation, internal controls) and billing best practices.

Expected Hours of Work:

Schedule may vary. Work on evenings and weekends may be required. Dependability and punctuality are paramount.

Travel Requirements:

• Up to 25% travel is expected for this position.
• Must be willing to travel and deploy to client sites for extended periods of time.

Physical Demands:

• Mobility required on-site with clients.
• Sitting or standing for hours at a time.
• Ability to work at a computer for extended periods of time if needed.
• Ability to lift up to 25 lbs. repetitively throughout the day and as needed.

Working Environment:

• Emergency management personnel may work in an office or home environment or be deployed to the field which may require working outdoors in adverse weather conditions.
• Work may be on-site with clients ex: EOC, hospital, debris sites or local government buildings.
• All AC Disaster Consulting (ACDC) positions are remote work site positions with the home location agreed upon at time of hire.
• If the remote work site locations change, ACDC Human Resources must be made aware, and leadership needs to approve any site changes for business registration and payroll tax purposes.

Experience/Education Required:

• Associate's or Bachelor's degree in Accounting, Finance, or related field preferred (Note: Relevant experience may be considered in lieu of degree.)
• 2-4 years of experience in billing, accounts receivable. or a similar accounting support role.

Experience/Education Preferred:

• Bachelor’s degree in Accounting, Finance, or Business Administration.
• 3+ years of experience in a finance or accounting role, particularly in contract-based billing or expense reconciliation.
• Experience working in a consulting, government contracting, or emergency management environment.
• Knowledge of financial regulations, compliance standards, and audit processes.

Additional Qualifications:

• Must be 18 years of age or older.
• Eligibility to work in the United States without employer employer-sponsored visa is required. We are not able to employ those located outside of the US.
• Must pass company and any applicable client background check and reference check upon offer of employment.

Regular status positions will receive these benefits:

• Medical, Vision, and Dental Insurance 
• Short-Term Disability/Voluntary Long-Term Disability 
• 401(k) Account with Company Match 
• Paid-Time Off (PTO): Annual Leave and Sick Leave Accruals 
• Paid Parental Leave 
• Training and Professional Development Opportunities
• Corporate Computer 
• Time off to Volunteer 
• Cell Phone Allowance 

EEO Statement

AC Disaster Consulting is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, national origin, disability, or veteran status. 

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. AC Disaster Consulting will not tolerate discrimination or harassment based on any protected characteristic. 

Please redact or remove information that identifies applicant's age, date of birth, or dates of attendance at (or graduation from) an educational institution from the resume or other application documents prior to submitting the application. 

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