Description
Billing Specialist
Purpose
The billing specialist provides day-to-day accounting and administrative support in a fast-paced print manufacturing environment. The position works closely with job coordinators, purchasing, and sales teams to ensure accurate invoicing to the company’s business forms and election customer base.
Job Duties
Traditional Accounting
- Assemble all documentation necessary to prepare customer invoices (i.e., Bills of Lading, packing lists, freight charges, job envelopes).
- Generate invoices within 48 hours of shipping and statements monthly using Sage 50 accounting software.
- Mail or email customer invoices and statements.
- Work with customer service team and shipping department regarding credit checks.
- Petty cash reconciliation.
- Manual check register and entry.
- Liaison to customer service department during busier times.
- All other duties as assigned.
Election Accounting
- Invoice election jobs accurately within five business days of shipment.
- Work with sales team to ensure proper billing of postage, freight, and various handling and delivery fees.
- Issue postage deposit invoices by creating customer invoices in Sage accounting system with required supporting documents; email invoices; track USPS log reconciliations.
- Work closely with Purchasing/Inventory control to track product purchases and billing on envelopes.
- Provide A/R ledgers to the sales team; assist collections on request from Sales.
- Send weekly Invoice Register report to sales team.
Reporting Relationships
- Reports to: Chief Financial Officer for all accounting functions.
- Assist local office manager in all accounting related areas, or others as needed.
Qualifications
- Detail oriented, having an analytical mindset that utilizes strong critical thinking to move beyond numerical data and ensure total accuracy.
- Prior accounting experience in a print environment is a plus, but not necessary.
- Prior experience using Sage 50 or other accounting software is a plus, but not necessary.
- Strong Excel skills.
- Solid understanding of accounting debits and credits.
- Experience with CA sales tax guidelines.
- Experience with Adobe Acrobat Binders.
- Customer account maintenance.
- Working knowledge of Outlook email and Microsoft Office.
- Must be exceptionally well organized with the ability to multitask in a fast-paced environment.
- Excellent math and English aptitude.
- Team player with a positive attitude.
Physical Environment
- Ability to work overtime and weekends as needed.
- Moderate lifting up to 10 pounds.
- Sitting for long periods of time.
- Regular use of hands and fingers to keyboard and operate office equipment and telephones.
Skills Required
- Detail oriented with strong critical thinking and accuracy
- Prior accounting experience in a print environment
- Prior experience using Sage 50 or other accounting software
- Strong Excel skills
- Solid understanding of accounting debits and credits
- Experience with California sales tax guidelines
- Experience with Adobe Acrobat Binders
- Customer account maintenance experience
- Working knowledge of Outlook email and Microsoft Office
- Highly organized and able to multitask in a fast-paced environment
- Excellent math and English aptitude
- Team player with a positive attitude
What We Do
Pro Document Solutions, Inc., founded in 1979, is a professional printing company specializing in the production of comprehensive business forms and high-value security documents. Serving government, financial, and academic institutions, the company provides a wide range of services, including scanning, printing, and archiving, and is recognized for its expertise in security printing and strict risk mitigation standards.
