Customer Solutions Billing Specialist

ALCIVIA • Cottage Grove, WI

10h • Onsite

About The Position

ALCIVIA is looking to fill a full-time Customer Solutions Billing Specialist at our Cottage Grove Headquarters location. Are you looking for a company where work-life balance is respected, honest effort is rewarded, and your contribution is appreciated? You’re looking for ALCIVIA.

ALCIVIA is a leading, member-owned agricultural and energy cooperative located in Wisconsin and serving customers in Wisconsin, Minnesota, Illinois, and Iowa. We provide expertise, service, and products in the areas of animal nutrition, energy, and grain, and have a full portfolio of options for competitive operating loans and input financing. Learn more at https://www.alcivia.com/
Visit our Company Social Media Accounts: Facebook and LinkedIn.

The Customer Solutions Billing Specialist is responsible for executing a wide range of administrative billing, inventory, and contract-related processes with accuracy and efficiency. This role ensures timely and accurate billing while maintaining clean and compliant account records. This position coordinates with internal teams to resolve discrepancies, maintain account structures, and ensure financial documentation meets audit standards. In addition to core billing responsibilities, this position is expected to support front office functions as needed—particularly during peak seasons, month-end deadlines, or at the direction of management. This includes answering customer calls, assisting with account inquiries, and supporting front-line customer service activities alongside the Customer Solutions Specialist team.

Requirements

• High school diploma or equivalent required; Associate degree in Business, Accounting, or related field preferred.
• 1–3 years of billing, data entry, or administrative experience in a business environment preferred.
• Experience with ERP or CRM systems; ability to learn and navigate internal billing platforms.
• High attention to detail and ability to manage large volumes of transactions accurately.
• Strong communication skills—both written and verbal—with the ability to interact professionally across departments and with customers.
• Familiarity with billing documents, account setups, and standard business forms (e.g., exemption certificates, driver tickets).
• Strong organizational skills and ability to prioritize tasks during high-volume periods.
• Proficiency in Microsoft Office applications, especially Excel.
• A service-first mindset with the flexibility to shift between administrative and customer-facing roles as needed.

Responsibilities

• Accurately process billing transactions related to products, services, equipment, and contract agreements.
• Set up and maintain customer account structures and service documentation in internal systems (e.g., ERP, CRM, or contract management platforms).
• Perform billing corrections, tax adjustments, and account updates based on internal workflows and approved documentation.
• Monitor shared billing inboxes and help desk queues; respond to internal billing inquiries and escalate items when necessary.
• File, reconcile, and validate support documents such as service tickets, delivery records, and exemption forms.
• Ensure all billing-related documentation is complete, accurate, and compliant with company policy and audit standards.
• Processes inventory related transactions, including transfers, receivers, and adjustments, as assigned and required.
• Complete assigned month-end billing tasks, including transaction finalization, data reconciliation, and reporting requirements.
• Use internal systems to review, validate, and approve billing data across products, services, and customer segments.
• Maintain clean audit trails by documenting approvals, corrections, and transaction statuses consistently.
• Partner with credit, sales, operations, and front office teams to ensure alignment on account setup, billing timelines, and documentation standards.
• Communicate billing discrepancies, missing documentation, or system issues to appropriate team members for resolution.
• Support contract setup and ongoing maintenance by coordinating internally to ensure correct terms are reflected in the billing system.
• Support front office functions during peak seasons, staffing shortages, or at the direction of management.
• Assist with incoming customer calls, account inquiries, payment processing, orders, change requests, or general support requests.
• Maintain a professional, service-oriented approach when handling customer communication via phone or email.
• Coordinate closely with the Customer Solutions front office team to ensure consistent customer service across departments.
• Flexibility to work outside of core business hours to support seasonal needs and ensure exceptional customer service during peak periods.
• Other duties as assigned.

Benefits

• Medical Insurance, Health Savings Account (with Employer contributions), Dental Insurance, Vision Insurance, Flexible Spending Accounts, Critical Illness Insurance, Group Accident Insurance, Group Hospital Insurance, Legal Shield, and ID Shield.
• 401K company match up to 6% and 100% vested day one.
• Paid Parental Leave.
• Paid Time Off, Paid Holidays, and Paid Volunteer Time Off.
• 100% Company-Paid Benefits: Short-Term Disability, Long-Term Disability, Life and AD&D Insurance, Employee Assistance Program.
• Company-Paid Training and Development Opportunities: Tuition Reimbursement, Certifications & Licenses, and more.
• Company Clothing Annual Allowance.

What This Job Offers

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