Billing Specialist - Austin, United States - GSD&M

Description

Requirements

Knowledge/Skills/Abilities:

• High level of attention to detail (strives for flawless execution)
• Effectively executes, knows how to prioritize, has a sense of urgency
• Organized
• PC skills - demonstrates proficiency in PC applications, Media Ocean, and Citrix (EAS Production Systems as required)
• Policies Procedures - demonstrates knowledge, understanding and compliance with organizational policies, procedures and systems
• Basic skills - able to perform basic mathematical calculations, balance and reconcile figures, punctuate properly, spell correctly and transcribe accurately

Key Characteristics/Desired Competencies:

• Makes follow-up and follow-through a high priority
• Clear and effective communicator (verbal, written and good listener)
• Receptive to instruction and critical feedback
• Positive, can-do attitude
• Team player

External Description

Job Title: Billing Specialist

Department: Accounting

Reports to: Finance Operations Supervisor

Supervisory Responsibilities: No

FLSA Status: Non-Exempt

Travel: 0%

Location: Austin

Position Function:A Billing Specialist reviews media and production vendor invoices, ensures adherence to agency and client specific payment procedures, ensures accurate invoice entry and discrepancy resolution within client and agency timelines. Most media invoice details are downloaded electronically, but some manual data entry is required.

The position will also be responsible for billing both production and media.

Media Duties:

• Timely and accurate media vendor payment
• Verify adherence to agency and client specific procedures
• Accurate invoice and affidavit entry into Mediaocean (MO) or other media matching system
• Identify discrepancies using MO matching reports
• Submit discrepancies for resolution to the Media department within audit deadlines
• Work with Media department and vendors as needed to facilitate the process of resolving discrepant invoices
• Respond promptly to vendor, Media department and A/P inquiries
• Process media vendor invoices within monthly agency deadline
• Deliver media payable batches including required approvals and back-up, to A/P Coordinator
• Import MO spot buy data into Discrepancy Management System (DMS)
• Maintain vendor payment addresses in MO
• Reconcile, research and work with vendors/media contact to correct vendor statement errors
• Review MO reports monthly to identify and resolve unpaid or unmatched buys
• Open and distribute incoming mail daily (applies to in-house auditors)
• Other duties as assigned, including temporary assistance to other areas of the accounting department

Production Duties:

• Produce timely and accurate client media and production billing, that is in a format needed and easily understood by clients
• Accurately code and process vendor production invoices for assigned clients within GSD M payment terms and deadlines
• Verify adherence to internal controls prior to processing vendor payment or generating client billing
• Prompt and accurate posting of internal charges, expense reports and 3rd party invoice details
• Prepare job jacket for each job; neatly and legibly maintained with all back-up, approvals, and documents relative to the job
• Prepare draft billing; attach back-up, coordinate review and approval with Account and Media Teams; complete and verify changes requested by Account and Media teams; request final billing, verify accuracy and transmit final billing according to client issued procedures within client billing deadline
• Review Open Job reports monthly to identify jobs that are ready to be closed; communicate findings and follow-up with Account Team to close completed jobs
• Maintain current and accurate billing information sheets
• Other duties as assigned, including temporary assistance toother areas of the accounting department