Billing and Reconciliation Specialist - Facilities Services - UTK

University of Tennessee • Knoxville, TN

14d • Onsite

About The Position

This position performs invoice processing and accounting, financial, and payroll support for UT Facilities Services. The Billing and Reconciliation Specialist coordinates, verifies, and reconciles 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 before billing. It also supports charge validation and quality control by distinguishing chargeable from non-chargeable work and ensuring proper application of labor, material, and service rates. The position provides operational and financial support through coordination, documentation management, and workflow tracking, working closely with accounting, operational teams, and customers.

The role is based on the University of Tennessee Knoxville campus and is on-site. UT Facilities Services supports the care and operation of more than 300 facilities and utility systems in and around Knoxville, as well as a wide range of maintenance, custodial, landscaping, utility, construction, planning, environmental, event, and administrative services.

Requirements

• High school diploma or GED.
• Two 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.
• Must be legally authorized to work in the United States full-time without requiring employment-based visa sponsorship now or in the future.

Nice To Haves

• Vocational or technical training in accounting, business management, or business administration.
• Associate degree in accounting, business management, or business administration.
• Five years of experience in administration, accounting, and/or timekeeping.

Responsibilities

• Maintains 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 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 that the correct chart of accounts is used.
• Identifies and verifies chargeable versus non-chargeable work orders.
• Ensures labor, material, and service rates are applied accurately according to billing standards.
• Reviews work order and billing data for accuracy and completeness before invoice processing.
• Resolves routine discrepancies involving 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 before 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 documentation and compliance.
• Coordinates service interruptions, maintenance scheduling, and workflow across operational units.
• Maintains organized systems for work orders, records, and departmental documentation.
• Communicates clearly and professionally with staff, supervisors, customers, and accounting teams.

Benefits

• Employees have access to career development and coaching, continued education, and development and training opportunities.
• The university describes its employee values as focusing on work-life balance, compensation, and innovation leadership.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED