Billing Supervisor

$29.00 - $32.00 / hour

Reporting to the Director of Finance, the Billing Supervisor is responsible for ensuring timely and accurate billing across three primary service lines. This position is a working supervisory role, responsible for some billing tasks themselves as well as supervising a team of billers and ensuring performance fulfilment.

Additionally, the Billing Supervisor will work closely work with clients, sales and operations to ensure that quality meets Corodata standards and expectations.

This position is responsible for managing risk by identifying and assessing any deficiencies and/or inefficiencies.  This position will also have the responsibility for developing and implementing strategies to improve employee engagement to foster a positive work environment for their direct reports.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

People Management:

·         Lead the Billing Team of both direct and indirect reports to perform daily functions of billing.

·         Provide supervisory coaching and guidance to the Billing Team.

·         Develop and maintain performance standards to measure and give feedback to each employee and provide annual performance reviews to each team member including providing any necessary coaching and counseling.

·         Hire, train, support, review, and coach direct employees

·         Coach and develop employees to maintain the highest possible level of employee morale and department productivity.

·         Manage timekeeping system approvals to ensure payroll and timesheets are accurate for their direct reports and manage exceptions.

·         Organize and oversee the schedules of employees, manage time in accordance with Corodata policies and California laws

·         Partners with Human Resources to handle discipline and termination of employees in accordance with company policy.

·         Determine the training needs of team and may provide training.  (i.e. Great Plains, O’Neil, EZ Shred)  

·         Provide leadership to the team and set a culture of engaging and respecting employees.

·         Ensures departmental employees adhere to the meal and rest periods and submit/approve time within payroll deadlines.

·         Implement strategies to improve employee engagement to foster a positive environment.

·         Assist Controller/Director with special projects as assigned.  

·         Participate in aging review meetings and assist with Corodata’s collection efforts.

·         Maintain close working relationship with operations, sales and client relations team. 

·         Review and update accounting policies and procedures in accordance with Federal/State laws and industry standards.

·         Ensure established policies and procedures are adhered to in accordance with company procedures and guidelines.

·         Provide personal managerial leadership to the team and set a culture of engaging and respecting employees.

Billing Management:

·         Ensure that all storage, services and other billable items are invoiced to clients in an accurate and timely manner.  Develop and perform periodic quality assurance checks.

·         Ensure 3-deep minimum coverage in Records, Shredding and Media billing functions. 

·         Address and resolve billing and other issues with clients.  Include Operations and Senior Management when needed. 

·         Ensure team handles incoming client/internal phone calls according to company standards.

·         Responsible for processing account Closures and Prepaid services. 

·         Ensure that all client requirements are addressed per the new Sales Set-up form and other onboarding documents. 

·         Strive for continual improvement – increased accuracy, reduced billing cycle time, improve invoice layout (based on client feedback).  It is expected that improvement in these areas will aid in the reduction of the Company’s DSO.

·         Increase quantity of client’s set-up to receive invoices by email.

·         Ensure that 100% of all clients are billed timely and accurately.

Customer Relations:

·         Act as point contact person for all billing escalation issues and resolve them in a timely manner. Must be courteous, helpful, and professional to all existing and potential customers, by interacting with customers in person and via telephone, fax, and email to ensure complete customer satisfaction in all matters related to the operation.

·         Maintain excellent customer service with the customers, vendors, sales, transportation, and operation teams to establish solid relationships. 

·         Interact with customers in person and via telephone, fax and email to ensure complete customer satisfaction in all matters related to the operation.

Training:

·         Participate and lead Six Sigma projects, as required to improve processes and efficiencies.

·         Determine the training needs of team and may provide training.

·         Accountable for the management and development of the leadership team.

·         Promote Corodata’s Mission and Vision Statements.

·         Continuously promotes compliance with company policies and procedures.

Employee Engagement:

·         Ensure interactions with staff and customers are professional at all times to promote company’s values and expectations.

·         Proactively engage team to promote a positive work environment, by developing and implementing engagement plans to retain high-performing employees.

·         Align the culture of the department with the overall company strategy and structure.

Safety:

·         Ensure the highest standards of safety, productivity and customer service are exceedingly daily.

Other Duties:

·         Other duties to meet business needs and requirements may be assigned.

·         Works with confidential data, which, if disclosed, might have significant internal or external effect.

·         Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

COMPETENCIES:

1. CUSTOMER SERVICE – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.


2. TEAMWORK – Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.


3. MANAGERIAL – Strong Leadership capabilities with experience in recruiting talent and building an effective team. Experience coaching to subordinates. Strong result-oriented and can-do attitude.

4.    ORGANIZATION SKILLS – Organization skills with ability to juggle multiple assignments and tasks, including attention to details, and the ability to prioritize in a changing environment. Excellent time management skills.

5.    INTERPERSONAL SKILLS – Strong interpersonal (verbal and written) communication skills, positive attitude, flexibility, and an eagerness to learn new things.

6.    LANGUAGE SKILLS – Ability to read and interpret documents written in English such as manuals, procedures, and work instructions. Ability to effectively communicate well with customers and coworkers.

7.    MATHEMATICAL SKILLS – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

8.    REASONING ABILITY – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

9.    COMMUNICATION SKILLS – Ability to effectively communicate with potentially stressful and/or emotional situations. Outstanding customer-oriented skills.

10.  OTHER SKILLS:

a.    Exceptional problem solving and decision-making skills.

b.    Ability to multitasking and able to meet deadlines.

c.     Excellent customer service skills and interpersonal skills.

1. Project and team management/leadership skills and experience. Proven ability to work effectively in a team environment with associates. Capability of effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.

e.    Excellent analytical ability.

f.      Must be detail oriented.

g.    Familiarity with six-sigma or other quality improvement processes.

h.    Ability to handle and safeguard sensitive and confidential information.

EDUCATION and/or EXPERIENCE:

Required:

·         BA/BS degree or minimum 2 years’ experience in experience in accounting or similar role.

·         Supervisory skills to lead a billing team.

·         Intermediate knowledge of Microsoft Office Suite, including Excel.

Preferred:

·         Advanced MS Excel knowledge.

·         Proficient in MS Office applications.

·         Prior experience in a managerial or supervisory role.

·         Service industry experience highly desirable. 

·         Experience with process improvement teams.

·         Public Notary certification.

·         Valid California driver’s license and driving record that meets the company’s insurance carrier requirements.

·         Experience working and applying business improvement tools such as Lean Six Sigma and/or ISO preferred.

PRIMARY LOCATION:

Poway, CA

PHYSICAL DEMANDS: Office

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Individuals are required to be able to sit or stand for long periods as needed throughout the day.

1. Walking: May require walking primarily on a level surface but may include walking on uneven or inclined surfaces for lengthy periods throughout the day, often up and down stairs.


2. Handling: Seizes, helps, or works with hands.


3. Lifting: Proper lifting techniques required. May include lifting up to 25 pounds of boxes when needed.


4. Reaching: Extends hands and arms in any direction, reaching above shoulder heights, below the waist or lifting as required.


5. Standing: Remains in standing position if required to perform various functions of the job.


6. Stooping: Bends body downward and forward by bending at knees or waist.


7. Vision: Reads paperwork and records on the computer.


8. Talking: Communications by phone and in person.


9. Sitting: Required to sit at desk. Sit for long periods of time.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This list is not all inclusive.

1.    Temp/Weather: Works in either 1) Office environment – for the most part ambient room temperatures, lighting, and traditional office equipment, or 2) Warehouse – may be exposed to cold temperature, or 3) Outside – may be exposed to wet and/or humid conditions, outside weather conditions and extreme cold.

2.    Noise: Works in office, warehouse or outside environment, with constant or intermittent noise.

As the company grows, it may be necessary to rearrange/move cubicles at any time at the sole discretion of the company.

POSITION TYPE/EXPECTED HOURS OF WORK:

1.    This is a full-time, non-exempt position.

2.    Employees may be required to work late evenings or weekends depending on the business needs.

3.    Because of sales and accounting interactions, the work needs to be conducted in the office location of 12375 Kerran Street, Poway, CA 92064.

TRAVEL:

Monthly travel to company and/or customer sites in Orange County and the Bay area may be required.

AAP/EEO STATEMENT:

The Company provides equal employment opportunities to all employees and applicants for employment activities and prohibits discrimination and harassment of any type, based on their actual or perceived: race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status (including registered domestic partnership status), sex and gender (including pregnancy, childbirth, lactation and related medical conditions), gender identity and gender expression (including transgender individuals who are transitioning, have transitioned, or are perceived to be transitioning to the gender with which they identify), age (40 and over), sexual orientation, Civil Air Patrol status, military and veteran status and any other consideration protected by federal, state or local law (collectively referred to as "protected characteristics").

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

REASONABLE ACCOMMODATIONS:

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