Billing Manager

AIR is currently seeking a Billing Manager 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 Manager is responsible for overseeing and directing the billing process for government contracts. This pivotal role ensures accurate and timely invoicing, maintains strong client relationships, manages collections, and leads the billing team. The Billing Manager collaborates closely with various departments to ensure seamless financial operations and compliance with relevant regulations for both federal and non-federally funded 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:

Team Management

• • Lead and supervise a team of 3-4 government contracting billing professionals, providing training, support, and performance evaluations to ensure high standards of efficiency and accuracy.
  • Continuously review and identify opportunities to improve billing processes to enhance efficiency and accuracy.  Collaborate with Senior Manager and other leaders to implement best practices and new technologies as needed.  Lead process documentation as needed.
  • Identify and resolve billing issues proactively, escalating complex issues to higher management when necessary.

Invoice Preparation and Submission

• • Supervise the preparation and issuance of invoices, ensuring all billing is accurate, timely, and complies with contract terms and company policies.  May have a small portfolio of project billings as well.
  • Work with other teams as necessary to produce timely closeout billings and/or indirect rate variance invoices.
  • 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

• • Ensure billing practices comply with relevant legal and regulatory requirements, staying updated on changes in laws and regulations that may impact billing operations.
  • Provide audit support 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

• • Manage the collections process to ensure timely payments from clients, develop strategies to handle overdue accounts, and minimize bad debts.
  • Perform regular reconciliations of billing records against payments received to identify and resolve any discrepancies.

Customer Service and Communication

• • Develop and maintain positive relationships with clients, addressing any billing inquiries or disputes promptly and professionally.
  • 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. Initiate and collaborate with management to implement changes and improvements to the billing process based on analysis and feedback.
  • Oversee Unbilled cost analysis to ensure accurate and complete billing.

Education, Knowledge, and Experience:

• A bachelor's degree in finance, accounting, business administration, or a related field.
• At least 7 years of proven experience in billing, finance, or accounting roles
• Strong understanding of government billing regulations, DCAA, FAR (Federal Acquisition Regulation), CAS, and other relevant compliance requirements.
• Prior managerial or supervisory experience is preferred not required.
• Familiarity with Project Set Up and Revenue Recognition is a plus but not required.
• Proficiency in WAWF, IPP, GSA, or other payment portals is a plus but not required.
• Additional certifications, such as Certified Public Accountant (CPA) or Certified are a plus but not required.
• Management Accountant (CMA), are advantageous is a plus but not required.
• Professional certifications such as Certified Billing Specialist (CBS) or Certified Government Financial Manager (CGFM) are a plus but not required.
• Experience in a fast-paced and dynamic work environment\ is a plus but not required.

Skills:

• Proficiency in Costpoint, Cognos, and Microsoft Office Suite (especially Excel) are essential.
• Excellent analytical, organizational, and problem-solving skills.
• Excellent communication skills, capable of clearly explaining complex financial information to clients and team members.
• High level of accuracy and attention to detail in all aspects of billing and financial reporting.
• Strong organizational and time-management skills, with the ability to prioritize tasks and manage multiple responsibilities efficiently.
• Effective leadership and team management skills, with the ability to motivate and guide team members toward achieving organizational goals.
• Strong customer service skills, capable of handling client inquiries and disputes professionally and courteously.
• High ethical standards and integrity in handling sensitive financial information and maintaining confidentiality.

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.

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