Billing Specialist at The Judge Conshohocken, Pennsylvania

Billing Specialist II

The Billing Specialist II is responsible for managing and processing specialty client billing, Canada billing, expense billing, and ACA benefit billing to support accurate and timely revenue generation for Judge. This role handles more complex billing functions, requiring advanced attention to detail, strong communication skills, and the ability to navigate unique client requirements. This position reports directly to the Billing Supervisor.

Primary Responsibilities:

• Special Invoicing (20%)
• Processes all billing cycles, including Weekly, Bi-Weekly, Semi Monthly, Last Saturday, LM, Monthly, and 1-31 cycles.
• Manually updates invoice totals to reflect tiered discount structures, rate variations, or client specific pricing rules.
• Splits invoices when required due to funding limitations, PO constraints, or client mandated billing separations.
• Reviews timecards, billing data, and supporting documentation to ensure accuracy prior to submission.
• Troubleshoots portal errors, rejected uploads, or discrepancies and coordinates with internal teams to resolve issues promptly.
• Prepares and sends billing adjustments as needed, ensuring proper documentation and approval.
• Collaborates with the team member responsible for processing adjustments to track and resolve outstanding special invoicing adjustments, ensuring accurate documentation and proper workflow management.

• PO Tracking for Complex Client Accounts (20%)
• Manages specialty purchase order (PO) tracking for high priority and complex client accounts.
• Reviews PO details for accuracy, including funding amounts, rate structures, tiered discounts, tax requirements, and client specific billing rules.
• Utilizes advanced Excel functions such as pivot tables, multi tab data validation to organize, analyze, and reconcile PO information.
• Ensures proper allocation of charges across departments, cost centers, and locations based on client instructions.
• Monitors PO balances, expiration dates, and usage trends to prevent billing delays or overages.
• Communicates discrepancies or required clarifications to Account Executives and Client contacts to maintain accurate billing alignment.

• Contractor Expenses (20%)
• Verifies receipts, expense types, and client specific rules prior to submission to ensure compliance and accuracy.
• Coordinates with internal teams to resolve discrepancies or missing documentation to prevent delays in reimbursement or billing.
• Creates detailed expense spreadsheets for the Accounts Payable (AP) department to process contractor reimbursements, ensuring all required data points are accurately captured.
• Tracks and categorizes expenses across multiple contractor types including Corp to Corp, W 2, VMS managed workers, and billable vs. non billable classifications.
• Meets required SLAs within the customer service portal when reviewing, approving, and processing contractor expenses.

• Canada Special Invoicing (10%)
• Processes Canada specific billing and timecards on Weekly, Monthly, and 1-31 cycles, ensuring compliance with Canadian billing standards and client expectations.
• Reviews contractor entries for accuracy, including rates, hours, taxes, and required documentation.
• Prepares and submits invoices through email or Canadian client portals and coordinates with Accounts Receivable for proper posting and reconciliation.
• Troubleshoots discrepancies or portal issues and collaborates with internal teams to resolve them promptly.
• Creates detailed Canada revenue spreadsheets at month?end, consolidating all Canada invoices and corresponding payment information for reconciliation and reporting.

• Development and Additional Responsibilities (20%)
• Performs advanced billing functions as well as core duties associated with the Billing Specialist I role to support overall team operations and workload coverage.
• Maintains up to date knowledge of industry trends, evolving client requirements, system enhancements, and best practices through continuous learning, research, and professional development.
• Demonstrates higher level Excel proficiency, including advanced formulas, pivot tables, multi sheet data management, and complex data analysis to support billing accuracy and reporting needs.
• Manages and monitors the ServiceNow dashboard for client?specific Fieldglass accounts, ensuring timely timecard submissions, accurate issue resolution, and proper workflow routing to support seamless payroll processing.
• Review CIRs for accuracy, identify states requiring tax, and enter applicable taxes into the VMS to ensure proper invoicing.
• Collects timecards from contractors and various web sites to remove them from the Missing List.
• Collaborates with cross functional teams to troubleshoot issues, streamline processes, and support special projects or initiatives that enhance billing efficiency and accuracy.
• Performs additional duties and special assignments as directed by management to support departmental goals and operational excellence.
• Participates in Zoom/Teams meetings with internal teams or external clients when clarification or collaboration is required.

• ACA Benefits (10%)
• Pulls and processes ACA related reporting and billing for designated contractors.
• Ensures accuracy of benefit charges and compliance with ACA guidelines.

Coordinates with internal benefits teams when discrepancies or updates are required.

Success Metrics:

• Meets all OKRs as defined by Billing Leadership and aligned with departmental goals.
• Consistently completes all billing and adjustment deadlines across Weekly, Bi?Weekly, Semi?Monthly, Monthly, and 1-31 billing cycles.
• Meets all weekly deadlines for contractor expense billing and adheres to required SLAs within the customer service portal, ensuring timely reimbursement and client invoicing.

Required Competencies:

• Critical and Analytical Thinking Interprets complex information with ease, applying logical and sound critical thinking to evaluate data and diverse perspectives, identifying flaws in reasoning while using good judgment to present the findings clearly, creating insightful reports, and designing improved processes and plans based on those results.
• Detail Oriented Demonstrates accuracy and a methodical approach when working with details and numbers, successfully manages numerous detailed tasks or processes, ensures all quality standards are met, and consistently verifies work to recognize and correct any flaws or errors.
• Effective Problem sees and defines problems, investigates and accurately identifies root causes, devises workable solutions-independently or in collaboration with others-proactively implements fixes to prevent escalation, successfully resolves issues at their source rather than addressing symptoms alone, and approaches challenges and uncertainty as opportunities for improvement.
• Interpersonal Communications Consistently seeks first to understand before being understood, builds rapport while anticipating and skillfully addressing questions, demonstrates empathy and tact when delivering or receiving difficult messages, articulates information in a clear, concise, and compelling manner, and maintains appropriate body language and tone of voice.
• Functional & Technical Credibility Possesses and applies the knowledge and skills required to achieve a high level of accomplishment, selects appropriate tools, methodologies, and technologies for successful task completion, experiments with new and relevant processes and innovations, and maintains credibility through ongoing education, deliberate effort, and continuous practice.
• Time Management & Prioritization Consistently demonstrates punctuality and dependability in attendance, adheres appropriately to scheduled commitments, manages time and workload effectively, maintains and submits timely and accurate timesheets, and handles vacations, leaves, and other absences with respect for workplace needs.

Experience Requirements:

• Associate degree or a related field; equivalent professional experience may be considered.
• 2-3 years of hands on experience in billing preferably in a high volume or client specific billing environment.
• Demonstrated proficiency with billing platforms, financial systems, and client specific portals.
• Advanced proficiency in Microsoft Excel, including pivot tables, multi sheet data management, complex formulas, and data analysis used for billing, PO tracking, and revenue reporting.
• Strong working knowledge of billing procedures, compliance requirements, and industry specific regulations.
• Proven ability to manage complex billing scenarios such as tiered discounts, tax variations, split invoicing, and multi department allocations.
• Exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills, with the ability to collaborate effectively with internal teams, clients, and external partners.
• Strong customer service orientation, including experience resolving billing discrepancies, portal issues, and time sensitive requests.