Billing System Administrator

Minerals Technologies•Bethlehem, PA

10d•Onsite

About The Position

The Billing Systems Administrator works under general supervision and assists the Sr. Billing Systems Administrator and Billing Coordinator. The role requires maintaining a thorough understanding of business processes, Oracle, and other systems used for billing. It ensures timely and accurate completion and distribution of invoices across multiple billing processes—including direct, contract, and consignment billing—and multiple business units. The position also supports customer account and billing setup, invoice automation controls, billing discrepancy investigations, transactional billing, customer portal submissions, dispute resolution, cash application, reconciliations, and Order to Cash projects. The employee contributes to process documentation, department training materials, metrics, and continuous improvement activities, and follows office safety practices. Work is typically performed in a controlled office environment. The schedule is typically day shift, though work hours may vary and overtime, holidays, or weekends may be required as necessary. Infrequent travel may occur.

Requirements

Associate’s degree or equivalent required.
Ability to troubleshoot and analyze invoice issues.
Excellent computer skills, including Microsoft Business Suite and automation software.
Mathematical aptitude and record-keeping experience.
Excellent oral and written communication skills.
Ability to work independently, be dependable, and maintain confidential information, integrity, and composure.
Ability to take initiative, adapt to changing work assignments, stay organized and detail-oriented, manage multiple tasks and deadlines, communicate professionally, follow company and safety policies, and attend and use required training.
Ability to work the shift and number of hours needed to accomplish duties, including overtime, holidays, and weekends as necessary.
Ability to travel infrequently, as travel may occur.

Nice To Haves

Previous experience with billing functions for an industrial or manufacturing organization is desired.

Responsibilities

Ensure invoices are completed accurately and on time; prepare invoices for postal mail and send them to customers by email or fax where automatic delivery is unavailable; retain invoices that cannot be mailed in temporary files.
Monitor MTI Invoice Automation controls, including invoice registers, automation reports, and auto-delivery validation reports, to ensure all invoices are processed.
Assist with creating and maintaining customer file setups and updates, including price lists, modifier setups, bill-to and ship-to locations, contacts, document auto-delivery setups, invoice DFFs, and payment terms.
Monitor invoice accuracy, investigate billing and rate discrepancies, identify root causes, take corrective action, process resulting credits or debits when required, and communicate issues while seeking validation where required.
Assist with transactional billing processes, including monthly intercompany invoices, royalties, analytical service billings, railcar leases, amortization credits, rebates, and credit/debit requests, according to received documentation.
Enter web transaction invoices into customer portals; verify portal submissions against customer invoice register reports, monitor invoice status, and report submission issues.
Assist with dispute resolution by researching and validating disputes, updating dispute files, issuing credits or rebills as required, and reporting dispute and deduction summaries to the business finance team.
Assist in documenting new business processes, best practices, and department training documents.
Monitor and complete OTC Daily Management Control activities.
Assist with cash application and customer account reconciliations.
Assist with ongoing and new project initiatives in SSC areas and across the Order to Cash functional areas.
Maintain required metrics.
Follow on-the-job safety and work practices in the offices.
Participate in sustainable improvement processes, including 5S, Kaizen, Total Productive Maintenance (TPM), Daily Management Control, Standard Work, and Problem Solving.
Perform other duties as assigned.