Billing and Reconciliation Specialist - Facilities Services - UTK

This position performs invoice processing as well as accounting, financial, and payroll support functions for the department. The Billing and Reconciliation Specialist is responsible for the coordination, verification, and reconciliation of work order and billing activities across multiple operational units, ensuring work orders and labor entries are complete, billing data is accurate, and invoices are processed in a timely manner. The role supports the full work order lifecycle, including verifying entries, resolving routine discrepancies, and ensuring work orders are complete and accurate prior to billing. This position supports charge validation and quality control processes, including verifying chargeable versus non chargeable work and ensuring proper application of labor, material, and service rates. In addition, the position provides operational and financial support through coordination, documentation management, and workflow tracking while working closely with accounting, operational teams, and customers to support accurate billing processes.

• Performs accounting activities in the maintenance of financial and payroll records in accordance with established practices and procedures. 
• Processes and audits accounting documents and personnel forms, including invoices, receipts, purchase orders, and procurement card transactions. 
• Reviews invoices for accuracy and completeness and verifies items received against purchase documentation. 
• Assists with departmental budget tracking and prepares data for general ledger posting verification. 
• Works in conjunction with Purchasing and Accounts Payable to process transactions and ensure compliance with financial procedures
• Issues and manages work orders from creation through completion, ensuring accurate documentation of labor, materials, and services. 
• Verifies that work order entries align with work performed and ensures proper chart of accounts usage 
• Identifies and verifies chargeable versus non chargeable work orders. 
• Ensures accurate labor, material, and service rate application in accordance with established billing standards. 
• Reviews work order and billing data for accuracy and completeness prior to invoice processing. 
• Resolves routine discrepancies related to work orders, billing entries, and customer inquiries, escalating complex issues as needed. 
• Monitors open and completed work orders to ensure timely closeout and readiness for billing
• Performs quality control checks on work order data prior to invoice release. 
• Supports monthly billing cycles and standard reporting activities
• Prepares timesheets and verifies time and payroll data with supervisors. 
• Assists with travel requests and expense reimbursements, ensuring proper documentation and compliance. 
• Coordinates service interruptions, maintenance scheduling, and workflow across operational units. 
• Maintains organized systems for work orders, records, and departmental documentation. 
• Provides clear and professional communication with staff, supervisors, customers, and accounting teams. 

• Required Education:       

  •  High School Diploma or GED

    • Vocational or technical training in accounting, business management of business administration preferred
    • Associates Degree in accounting, business management, or business administration preferred

     

• Required Experience: 

  • Two (2) years of experience in administration, accounting, and/or timekeeping

  • Five (5) years of experience in administration, accounting, and/or timekeeping preferred

• Required Knowledge, Skills, Abilities: 

  • Knowledge of work order management systems. 

  • Knowledge of accounting, billing, and reconciliation processes 

  • Ability to interpret and apply chart of accounts and financial data

  • Strong attention to detail and accuracy 

  • Ability to analyze and resolve discrepancies 

  • Strong organizational and time management skills. 

  • Effective written and verbal communication skills. 

  • Ability to work collaboratively across multiple departments. 

  • Proficiency in Microsoft Office applications including Excel

• Other Conditions: 
  • Valid Driver’s license
  • Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Work Location

• University of Tennessee – Knoxville, TN Campus
• This is an on-site position

Compensation and Benefits

• UT market range: MR05
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

About The College/Department/Division

UT Facilities Services is responsible for the care and keeping of more than 300 facilities and utilities systems in and around Knoxville. As the University of Tennessee Knoxville’s largest non-academic department, team members are responsible for facilities maintenance and repair, custodial needs, landscaping and lawncare, utility work, in-house and capital construction projects, facilities planning and design, environmental initiatives, pest control, campus event services, and facilities administration functions for both the flagship campus and the agricultural institute.  The Facilities Services staff provides around-the-clock coverage to ensure students, staff, faculty, and fans have a consistent and positive experience every time they step foot on Rocky Top.