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Billing Assistant

US-Remote | US-Washington DC | US-VA-Arlington | US-MD-Rockville

AIR is currently seeking a Billing Assistant to join our Corporate Finance Office (CFO), a dynamic workplace with a clear agenda to develop a service-oriented organization in line with the business. It is composed of a strong team of co-workers and challenging varied roles that aim to stretch and expand the value CFO delivers within AIR.

The Billing Assistant is responsible for accurately preparing and submitting invoices, tracking payments, and resolving any billing discrepancies. This role requires gaining a keen understanding of government regulations and compliance requirements.  In additional to Federal contracts, this role will also be responsible for billing non-Federal client contracts.

Candidates hired for the position may work remotely within the United States (U.S.) or from one of our U.S. office locations. This does not include U.S. territories. 

About AIR:

 Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We advance evidence in the areas of education, health, the workforce, human services, and international development to create a better, more equitable world.

AIR’s commitment to diversity goes beyond legal compliance to its full integration in our strategy, operations, and work environment. At AIR, we define diversity broadly, considering everyone’s unique life and community experiences. We believe that embracing diverse perspectives, abilities/disabilities, racial/ethnic and cultural backgrounds, styles, ages, genders, gender identities and expressions, education backgrounds, and life stories drives innovation and employee engagement. Learn more about AIR's Diversity, Equity, and Inclusion Strategy and hear from our staff by clicking here.

The responsibilities for the position include:

Invoice Preparation and Submission

    • Generate and prepare accurate invoices for government contracts in accordance with contract terms and government regulations.
    • Ensure all invoices are properly documented and submitted within required timeframes.
    • Maintain detailed records of all billing transactions for auditing purposes.

Compliance and Regulation Management

    • Learn and stay up-to-date with government billing regulations and ensure all billing practices comply with current laws and guidelines.
    • Assist in audits by providing necessary documentation and explanations regarding billing procedures and transactions.
    • Work closely with the compliance team to ensure adherence to all federal, state, and local regulations.

Payment Tracking and Reconciliation

    • Monitor and track payments received to ensure timely and accurate payment processing.
    • Perform regular reconciliations of billing records against payments received to identify and resolve any discrepancies.
    • Collaborate with team leadership on invoice collection efforts and ensure prompt payment.

Customer Service and Communication

    • Serve as a point of contact for external clients regarding billing inquiries and issues.
    • Communicate effectively with internal departments, such as finance, compliance, and project management, to resolve billing concerns and provide updates on payment statuses.
    • Provide exceptional customer service by addressing and resolving billing disputes in a timely and professional manner.

Reporting and Analysis

    • Prepare regular reports on billing activities, payment statuses, and any issues encountered during the billing process.
    • Analyze billing data to identify trends, discrepancies, and areas for improvement.
    • Collaborate with management to implement changes and improvements to the billing process based on analysis and feedback.
    • Responsible for understanding and performing Unbilled cost analysis and reporting.

Education, Knowledge, and Experience:

  • Bachelor’s degree in accounting, Finance, Business Administration, or a related field.
  • Minimum of 1 years of experience in billing, accounting, or finance, with a focus on government contracting preferred.
  • Experience with Deltek Costpoint or other government contracting software is preferred but not required.
  • Professional certifications such as Certified Billing Specialist (CBS) or Certified Government Financial Manager (CGFM)  is preferred but not required.
  • Experience in a fast-paced and dynamic work environment.
  • Understanding of government billing regulations, FAR (Federal Acquisition Regulation), and other relevant compliance requirements is preferred but not required.

Skills:

  • Excellent analytical, organizational, and problem-solving skills. Proficiency in accounting software and Microsoft Office Suite, particularly Excel.
  • Strong communication skills, with the ability to effectively communicate with government agencies and internal teams.
  • High level of accuracy and attention to detail in all aspects of billing and payment tracking.
  • Excellent communication skills with the ability to collaborate efficiently in a virtual work environment.

Work Environment:

  • Limited travel may be required for meetings, training, and conferences.
  • The position may also involve working extended hours during peak billing periods or to meet tight deadlines.

Disclosures:

Applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for this position. Depending on project work, qualified candidates may need to meet certain residency requirements.

All qualified applicants will receive consideration for employment without discrimination on the basis of age, race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo reference and background checks.

AIR maintains a drug-free work environment.

Fraudulent Job Scams Warning & Disclaimer:

AIR is aware of individuals falsely presenting themselves as AIR representatives. Fraudulent job scams seek to extract sensitive information or money from victims. To protect yourself, please be aware that AIR recruitment will only email you from an “@air.org” domain. Please take extra caution while examining the email address, for example jdoe@air.org is correct and jdoe@aircareers.org is not a legitimate AIR email address. If you are unsure of the legitimacy of a communication you have received, please reach out to recruitment@air.org.

If you see a job scam, or lose money to one, report it to the Federal Trade Commission (FTC) at ReportFraud.ftc.gov. You can also report it to your state attorney general. Find out more about how to avoid scams at ftc.gov/scams.

#LI-MP1#LI-Remote

AIR’s Total Rewards Program, is designed to reward our staff competitively and motivate them to achieve our critical mission. This position offers the anticipated annual salary as listed. Salary offers are made based on internal equity within the institution and external equity with competitive markets. Please note this is the annual salary range for candidates that are based in the United States.

Anticipated Hourly Rate Range

$22 - $27 USD

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