Intercompany Billing Specialist

Calista Corporation•Anchorage, AK

About The Position

The Intercompany Billing Specialist establishes and maintains intercompany work orders (IWOs), prepares intercompany billings, and performs billing services for government and commercial contracts across multiple entities. The role helps ensure billing transactions are accurate, timely, properly documented, and compliant with contractual, regulatory, and company requirements. It involves managing high-volume billing activities, reconciling discrepancies, and meeting recurring deadlines. The position works with accounting personnel, project managers, and other stakeholders to support billing operations, resolve issues, maintain records, and provide documentation for audits. It has no supervisory responsibilities. The work environment has a moderate noise level, and occasional weekend and/or evening work may be required.

Requirements

High school diploma or GED equivalent.
Three years of billing experience, preferably including exposure to government contracts.
Ability to pass a drug, background, reference, and credit check.
Knowledge of intercompany billing practices, accounting procedures, and transaction reconciliations.
Understanding of intercompany work order structures, project setup, allocations, and related billing processes.
Basic understanding of accounting principles, billing terminology, and billing procedures.
Ability to review, reconcile, and analyze high volumes of financial data accurately and with attention to detail.
Ability to identify discrepancies, research variances, and resolve routine billing and allocation issues.
Proficiency in computerized accounting and financial systems, and ability to learn and use company-specific systems.
Proficiency in Microsoft Excel, including using spreadsheets to track, analyze, and reconcile financial data.
Ability to prioritize tasks, manage multiple assignments, and meet recurring monthly and year-end deadlines.
Effective written and verbal communication skills for coordinating with accounting personnel, project managers, and other stakeholders.
Ability to analyze information, identify trends or inconsistencies, and recommend resolutions.
Sound judgment and discretion when handling financial information and resolving discrepancies.
Ability to work independently while coordinating with multiple departments and entities.
Ability to handle stressful situations and plan and organize work to meet deadlines.

Nice To Haves

Associate degree in Accounting, Finance, or a related field.
Experience with Deltek Costpoint.

Responsibilities

Establish and maintain intercompany work orders in accordance with approved request forms, company policy, and procedures.
Review IWO requests for completeness, accuracy, and appropriate approvals before establishing projects.
Maintain IWO project structures, including required project components, billing information, and setup details.
Maintain a tracking system for intercompany and regular billings, project status, billing activity, outstanding items, and follow-up.
Prepare, review, and process high-volume monthly intercompany invoices with accurate supporting documentation.
Prepare monthly IWO allocations and investigate and resolve allocation discrepancies with accounting and affected departments.
Assist with month-end and year-end closing, including intercompany true-up invoices, reconciliations, and journal entries.
Review contract terms, work order agreements, and supporting documentation to ensure billings follow approved arrangements and applicable requirements.
Maintain billing records, reconciliations, and supporting documentation in accordance with company procedures and audit requirements.
Review open billing detail regularly to ensure costs are billed appropriately or held pending resolution.
Prepare, review, and submit government and commercial contract invoices in compliance with contract terms and company policies.
Coordinate with accountants, project managers, team members, and other stakeholders to research discrepancies, resolve billing issues, and improve processes.
Prepare and distribute billing reports and supporting schedules to subsidiaries, accounting personnel, and other stakeholders.
Provide documentation and explanations for internal and external audits, including DCAA voucher reviews.
Ensure billing activities comply with company policies, accounting procedures, contractual requirements, and relevant regulations.
Work in a constant state of alertness and in a safe manner.
Perform other duties as assigned.