Billing Specialist/Administrative Assistant

Overview

A national engineering, science, and operations firm is seeking a Billing Specialist to work virtually from California. This role involves coordinating water utility billing activities, preparing customer bills, maintaining accurate billing records, and documenting billing information within company software systems. The position is remote, with a preference for candidates based on the West Coast to align with project hours. Technology and home office setup reimbursements are provided.

Responsibilities

• Create new customer accounts within the billing software system as needed.
• Coordinate meter reader schedules and routes, including loading handheld devices and downloading meter data.
• Enter compound meter reads into the bookkeeping system.
• Assist with billing system data transfers and verification.
• Create service orders for field staff related to meter read issues.
• Compile delinquent account lists, send billing reminders, and generate monthly shut-off lists.
• Assist in preparing and processing monthly utility billing.
• Perform clerical and administrative duties as assigned.
• Maintain organized and accurate billing, customer, and administrative records.
• Order and maintain office supplies and inventory.
• Prepare letters, reports, forms, schedules, spreadsheets, financial information, and statistical data accurately.
• Provide professional and courteous customer service by answering incoming calls and responding to inquiries.
• Communicate effectively with customers, field staff, management, and other departments.
• Support special projects and regional operations administrative tasks.
• Maintain confidentiality of customer, financial, and company information.
• Report to work consistently and maintain a professional, team-oriented attitude.

Requirements

• High school diploma or equivalent.
• Minimum of three years of experience in office administration, utility billing, accounts payable/receivable, bookkeeping, or related administrative support.
• Ability to work independently with limited supervision.
• Proficient in accurate mathematical calculations and 10-key calculator operation.
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience with billing, accounting, or bookkeeping software preferred.
• Strong organizational, time-management, and multitasking skills.
• Excellent verbal and written communication skills.
• Demonstrated customer service and telephone communication skills.
• Ability to follow instructions with minimal supervision.
• Professionalism, accountability, reliability, and integrity.
• Ability to maintain confidentiality and establish effective working relationships.
• Dependable attendance and punctuality.

Compensation & Benefits

• Hourly pay range: $25 - $30.
• Technology package and one-time home office setup reimbursement.
• Monthly reimbursement for virtual work expenses.
• 401(k) plan with 100% match on the first 3% of salary contributed.
• Up to 8 observed holidays annually.
• Vacation accrual based on years of experience and hours worked.
• Paid sick time for non-work-related illness or injury.
• Up to 80 hours of paid parental leave for child bonding.
• Paid short- and long-term disability coverage.
• Medical, dental, and vision plan options.
• Basic employee group life insurance and AD&D benefits, with additional voluntary life insurance available.
• Mental health and wellbeing resources.

Additional Information

• This employer participates in the U.S. Department of Homeland Security’s E-Verify program.
• Equal Opportunity Employer committed to non-discrimination and accessibility.
• Reasonable accommodations available upon request during the application process.
• Use of Mutual Dispute Resolution (MDR) for employment-related concerns, involving binding arbitration for most disputes.
• Recruitment agencies should not submit unsolicited resumes.
• SMS communication may be used during the hiring process with opt-out available.
• Artificial intelligence tools may be used to assist in application review and screening, but final hiring decisions are made by humans.

Location

Remote position based in California, preferably West Coast to align with project hours.