Temporary Billing and Reconciliation Specialist - Facilities Services - UTK

University of Tennessee•Knoxville, TN

1d•Onsite

About The Position

This temporary position performs invoice processing as well as accounting, financial, and payroll support functions for the department. The Billing and Reconciliation Specialist is responsible for the coordination, verification, and reconciliation of work order and billing activities across multiple operational units, ensuring work orders and labor entries are complete, billing data is accurate, and invoices are processed in a timely manner. The role supports the full work order lifecycle, including verifying entries, resolving routine discrepancies, and ensuring work orders are complete and accurate prior to billing. This position supports charge validation and quality control processes, including verifying chargeable versus non chargeable work and ensuring proper application of labor, material, and service rates. In addition, the position provides operational and financial support through coordination, documentation management, and workflow tracking while working closely with accounting, operational teams, and customers to support accurate billing processes.

Requirements

High School Diploma or GED
Two (2) years of experience in administration, accounting, and/or timekeeping
Knowledge of work order management systems.
Knowledge of accounting, billing, and reconciliation processes
Ability to interpret and apply chart of accounts and financial data
Strong attention to detail and accuracy
Ability to analyze and resolve discrepancies
Strong organizational and time management skills.
Effective written and verbal communication skills.
Ability to work collaboratively across multiple departments.
Proficiency in Microsoft Office applications including Excel
Valid Driver’s license
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Nice To Haves

Vocational or technical training in accounting, business management of business administration preferred
Associates Degree in accounting, business management, or business administration preferred
Five (5) years of experience in administration, accounting, and/or timekeeping preferred

Responsibilities

Performs accounting activities in the maintenance of financial and payroll records in accordance with established practices and procedures.
Processes and audits accounting documents and personnel forms, including invoices, receipts, purchase orders, and procurement card transactions.
Reviews invoices for accuracy and completeness and verifies items received against purchase documentation.
Assists with departmental budget tracking and prepares data for general ledger posting verification.
Works in conjunction with Purchasing and Accounts Payable to process transactions and ensure compliance with financial procedures
Issues and manages work orders from creation through completion, ensuring accurate documentation of labor, materials, and services.
Verifies that work order entries align with work performed and ensures proper chart of accounts usage
Identifies and verifies chargeable versus non chargeable work orders.
Ensures accurate labor, material, and service rate application in accordance with established billing standards.
Reviews work order and billing data for accuracy and completeness prior to invoice processing.
Resolves routine discrepancies related to work orders, billing entries, and customer inquiries, escalating complex issues as needed.
Monitors open and completed work orders to ensure timely closeout and readiness for billing
Performs quality control checks on work order data prior to invoice release.
Supports monthly billing cycles and standard reporting activities
Prepares timesheets and verifies time and payroll data with supervisors.
Assists with travel requests and expense reimbursements, ensuring proper documentation and compliance.
Coordinates service interruptions, maintenance scheduling, and workflow across operational units.
Maintains organized systems for work orders, records, and departmental documentation.
Provides clear and professional communication with staff, supervisors, customers, and accounting teams.
Tracks overtime and compiles operational and financial data for reporting purposes.
Provides backup operational and financial support and performs other duties as assigned