Billing Specialist I (Contingent)

POSITION SUMMARY:  The Billing Accounting Specialist I is responsible for the accurate and timely entering, processing, and reconciliation of invoices from accounts payable vendors and National Accounts, supporting both Tire Centers and inventory stored at the Distribution Center. This role ensures compliance with company billing policies, customer contractual agreements, and accounting best practices. The specialist plays a critical role in managing high-volume, complex billing cycles—including credit memos, adjustments, and dispute resolution—while maintaining detailed audit trails and supporting month-end close activities. The position collaborates closely with Les Schwab buyers and works directly with store personnel to ensure invoice accuracy and prompt issue resolution, contributing to strong customer relationships and timely revenue recognition. Proficiency in ERP systems, strong analytical skills, and a customer service mindset are essential for success in this role.

PRIMARY RESPONSIBILITIES/FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions/primary responsibilities.

40% - Distribution Center Invoice Matching

Process vendor invoices for inventory received at the Distribution Center using a 3-way match (invoice, purchase order, and goods receipt). Investigate discrepancies between invoice amounts and internal pricing files. Coordinate with the Purchasing department to resolve variances and maintain pricing accuracy.

40% - Drop Ship Invoice Matching and Rebilling

Receive and verify invoices for merchandise drop-shipped directly to Tire Centers. Perform a 2-way match between the invoice and purchase order, and confirm receipt with the Tire Center. Verify accurate pricing and initiate rebilling processes accordingly, ensuring proper documentation and audit trail integrity.

5% - General Ledger Coding

Accurately code product, freight, and service charges to the appropriate general ledger (GL) accounts based on the nature of the goods and services provided. Ensure compliance with the company’s chart of accounts and financial policies.

5% - Invoice Finalization

Conduct final invoice reviews to ensure accuracy and completeness before submitting for payment processing by the Warehouse Accounting team. Ensure that each invoice meets audit standards and internal control requirements.

5% - Vendor Claims and Credit Resolution

Initiate and process vendor claims for issues such as pricing discrepancies and merchandise shortages. Track and apply vendor credits related to claim settlements to ensure accurate financial reporting.

5% - Special Projects & System Enhancements

Participate in system testing and validation activities (e.g., ADVANCE system upgrades or billing enhancements). Support special assignments that promote process improvements, automation, and cross-functional efficiency.

Educational/Experience Requirements: 

• High school diploma or GED required

• 1+ years of experience in Accounting/Journal entries, retail finance support, or a transactional processing role

• Experience in a multi-location retail environment or shared services center is preferred

• Some accounting coursework preferred 

Core Technical Skills/Knowledge: 

• Proficiency in ERP systems (e.g., NetSuite, Oracle, SAP)

• Proficiency in Excel (intermediate)

• Accurate 10-key proficiency

• Proficiency in Google Workspace is preferred

• Ability to work independently with limited supervision

• High attention to detail and strong numerical accuracy.

• Ability to navigate complex scenarios and independently resolve discrepancies

• Strong analytical, problem-solving, and organizational skills.

• Ability to interpret financial reports and identify discrepancies.

Specialized Billing Specialist Technical Skills/Knowledge: 

• Familiarity with accounts payable processes, 3-way and 2-way match procedures, and GL coding.

• Experience with Netsuite is preferred

• Prior experience supporting national accounts, distribution centers, or drop ship orders to retail locations is a strong plus.

• Manage vendor relationships and resolve payment discrepancies

• 6+ months experience with Les Schwab Accounting systems and processes preferred

General Knowledge and Abilities: 

• Communication - Ability to communicate clearly and professionally (both verbally and in writing) while ensuring that the quality and content of the message are relevant to the circumstances; ability to be an active-listener; the ability to draft, proofread, and send written communications effectively; the ability and willingness to carefully listen to others by asking appropriate questions and avoiding interruptions

• Adaptability - Willingness to work in an ever-changing environment with the ability to positively adapt to organizational, process, and technology changes. Remaining flexible and effective in response to changing priorities, technologies, regulations, and team needs. Since billing environments are often fast-paced and deadline-driven, the ability to adjust quickly is essential.

• Service Excellence - Exhibit the willingness to be stakeholder-focused by anticipating and understanding stakeholders' needs; collaborate with them to reach a suitable solution; then consistently meet and deliver on those expectations.

• Teamwork - The ability to establish and maintain rapport, interact comfortably, and work well with co-workers. This includes cooperating, being supportive of others, willingly helping others, considering others’ ideas and opinions, sharing information, giving proper credit, and fulfilling team responsibilities.

• Analytical Skills - An Accounting Billing Specialist uses analytical skills to ensure accuracy, compliance, and efficiency throughout the billing and invoicing process. They analyze billing data and delivery receipts to verify completeness, pricing accuracy, proper account assignment, and tax or fee application. When discrepancies arise—such as mismatched purchase orders, delivery errors, or credit variances—they investigate the root cause and reconcile differences by working with vendors, internal departments, or store personnel. They also assess trends in billing errors or delays to identify systemic issues, such as pricing file inaccuracies or recurring vendor mismatches, and recommend process improvements to prevent future problems. Additionally, their analytical review of aging reports, open credits, and claim resolutions helps maintain a clean accounts receivable ledger and supports timely payments and collections.

• Initiative - An Accounting Billing Specialist uses initiative by proactively identifying and resolving billing discrepancies before they escalate into larger financial or operational issues. They don’t just wait for instructions—they take ownership of their workload by monitoring invoice flows, tracking unbilled transactions, and ensuring all required documentation is received from stores or vendors in a timely manner. They also take the lead in improving processes by suggesting automation opportunities, updating outdated billing templates or workflows, and collaborating with cross-functional teams (like Purchasing or Warehouse Accounting) to streamline communication and increase billing accuracy. When recurring problems arise—such as mismatched pricing or frequent vendor errors—they investigate root causes and recommend long-term solutions instead of just applying quick fixes.This initiative not only improves efficiency but also helps ensure accurate financial reporting and strong vendor and customer relationships.

• Leadership - An Accounting Billing Specialist uses leadership by taking ownership of complex billing processes and acting as a reliable point of contact for cross-functional teams, such as Purchasing, Distribution, and Tire Center operations. They lead through influence by sharing expertise, guiding others on proper billing procedures, and setting a high standard for accuracy and accountability. They may mentor junior team members, help onboard new staff, and contribute to training materials or process documentation. By proactively identifying inefficiencies or recurring issues, they drive improvements and encourage a culture of continuous learning and collaboration. During system implementations or audits, they often take a lead role in validating data, troubleshooting issues, and ensuring compliance with financial policies and controls. Their leadership helps create smoother workflows, stronger team performance, and increased confidence in billing integrity across the organization.

Physical Requirements: 

Primarily sedentary position; frequently required to sit, occasionally required to stand, walk, stoop, kneel, and bend. Requires frequent and repetitive use of hands and fingers to operate computer, mouse, keyboard, and office related equipment and the ability to reach with hands and arms. The employee may occasionally lift up to 20 pounds.  Specific vision abilities required by this job include close visual acuity and the ability to adjust focus.  Requires the ability to communicate verbally and exchange information over the phone and in person.

Work Environment: 

Office, non-manual work; the worker is not substantially exposed to adverse environmental conditions.