Billing & Collections Clerk III

Job Summary

The Billing & Collections Clerk III provides advanced support to the Billing & Collections Department, with responsibility for complex billing, collections, cash application, and project setup activities across multiple systems. This role ensures invoices are prepared accurately and in full compliance with contractual, regulatory, and audit requirements, while supporting timely cash collection and resolution of billing issues.

This position is assigned to a defined portfolio of projects on a six-month rotational basis to support balanced workload distribution and cross-training. The Clerk III is also expected to assist with billing and collections activities across other portfolios as business needs require.

The Clerk III serves as a subject-matter resource for billing processes and is responsible for timely and accurate project setup, often under tight deadlines. Project setup responsibilities require evening, night, and weekend work to meet operational and client demands. In addition, extended hours are expected during month-end, quarter-end, and year-end close cycles, as well as during disaster response or other peak activity periods.

Job Responsibilities

Billing & Invoicing

• Prepare, review, and submit complex and high-volume client invoices in accordance with contractual billing requirements, company policies, and applicable regulations (FEMA).
• Ensure billing accounts are accurately established and maintained in multiple systems.
• Review billing data for accuracy, completeness, and compliance.
• Process credit memos, invoice adjustments, and rebills.
• Adhere to SOPs and internal approval processes, including invoice checklists.
• Develop and document SOPs and Work Instructions for new tasks; review and maintain existing SOPs and Work Instructions to ensure they remain accurate and up to date.
• Audit and reconcile invoice supporting documentation for internal and external review.

Portfolio Assignment & Coverage

• Serve as the primary billing and collections resource for an assigned portfolio on a six-month rotational schedule.
• Provide backup and cross-coverage support for other portfolios as needed.
• Adjust priorities based on workload, staffing levels, deadlines, and business needs.

Project Setup & Maintenance (Critical Function)

• Perform project setup activities in billing and financial systems to ensure accurate billing from project inception.
• Validate project structures, billing attributes, rates, funding limits, and allocation methodologies.
• Coordinate with Project Management (Operations), Contracts, and Finance to resolve setup issues impacting billing or cash flow.
• Maintain and update project configurations based on contract modifications or amendments.\
• Support project setup activities outside of standard business hours, including nights and weekends, as required to meet project, client, or operational deadlines.

Collections & Cash Application

• Manage collections activities for assigned portfolios in accordance with the Collections Policy.
• Communicate with clients to resolve payment issues, disputes, and past-due balances.
• Request and analyze remittance advice to support accurate cash application.
• Assist with unapplied cash resolution.
• Escalate unresolved issues appropriately.

Reporting, Audit & Support

• Convert raw data exports into Excel-based reports.
• Analyze AR and billing data to identify discrepancies and risks.
• Support internal and external audits by providing clear documentation and explanations.

Collaboration & Process Improvement

• Act as a resource and mentor for junior billing staff and/or surge employees.
• Collaborate cross-functionally to resolve billing and setup issues.
• Identify opportunities to streamline billing, collections, and project setup processes.
• Perform other duties as assigned.

Work Schedule & Availability (Required)

• Standard business hours with a high level of flexibility required.
• Evening, night, and weekend coverage is required for project setup activities.
• Extended work hours are required during month-end, quarter-end, and year-end close periods.
• Additional extended hours may be required during disaster response activations or peak workload periods.