Billing Specialist

Overview

The Billing Specialist supports the organization’s financial operations by ensuring accurate and timely preparation and processing of client invoices. This role collaborates with Project Controls, Accounting, Accounts Receivable, and program teams to resolve billing discrepancies, maintain accurate financial records, support documentation, and help facilitate timely collections. Strong attention to detail, organization, and a focus on efficient billing processes are essential.

Responsibilities

• Prepare, review, and submit T&M and CPFF invoices in Deltek Costpoint according to contract terms, billing schedules, and customer requirements.
• Validate labor hours, labor categories, billing rates, periods of performance, and available funding before invoicing.
• Prepare CPFF billings using applicable costs, approved indirect billing rates, and contractual fee provisions.
• Review travel expenses and receipts for completeness, approvals, appropriate project coding, and compliance with contract and company requirements.
• Confirm the billing treatment for travel and other direct costs; assemble invoice packages including labor detail, expense reports, receipts, subcontractor invoices, and other required support.
• Reconcile invoices to Costpoint billing details and investigate differences between recorded costs, billable amounts, and submitted invoices.
• Review unbilled balances; identify and escalate missing receipts, purchase orders, funding, approvals, or project setup issues that delay invoicing.
• Coordinate with Project Controls and program teams to resolve rate discrepancies, timekeeping differences, and other billing exceptions.
• Submit invoices through customer portals or designated channels; track acceptance and resolve rejected invoices promptly.
• Support Accounts Receivable with billing inquiries, documentation, and collection-related questions.
• Maintain organized billing files, provide schedules for month-end closing, contract closeout, and audits, and recommend improvements to recurring billing workflows.

Requirements

• Associate or bachelor's degree in accounting, Finance, Business, or a related field; equivalent relevant experience will be considered.
• 1-4 years of progressively responsible billing experience, preferably in government contracting or professional services.
• Experience with federal prime contractors for billing portals, dual timekeeping environments, contract closeouts, historical billing cleanup, and audit support.
• Familiarity with government contract cost principles and travel requirements applicable to assigned contracts.
• Required hands-on Deltek Costpoint billing experience, including invoice preparation, billing detail review, and reconciliation.
• Experience billing T&M and CPFF contracts and reviewing travel expenses supported by receipts and expense reports.
• Working knowledge of contract billing terms, labor rates, indirect billing rates, fee calculations, funding limitations, and supporting documentation.
• Strong Microsoft Excel skills, including lookups, pivot tables, and reconciliations.
• Strong attention to detail, clear communication, and ability to manage multiple contracts and recurring deadlines.
• Ability to work independently in a remote environment while remaining responsive and accountable to the team.

Compensation & Benefits

• Unlimited Paid Time Off (PTO)
• 11 Holidays
• Health/Vision/Dental coverage
• 401k Match
• Additional perks

Equal Opportunity

The organization is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, disability status, or any other characteristic protected by law.

Individuals with disabilities or disabled veterans may request a reasonable accommodation if they are unable or limited in their ability to access job openings or apply for a job as a result of their disability.