customer service/billing specialist
| Location: | Appleton |
| Type: | Temp to Hire |
| ID: | 3331 |
Description:
This is a temp-to-hire for a friendly and fast paced company in Appleton! As the "voice" of the company, this position represents and provides support to all areas in the company by facilitating the need for service, supplies and billing. They are looking for someone who has experience in the accounting field. The position completes the sale of equipment by processing billing statements and facilitating maintenance agreement with customers.
Receives incoming telephone calls requesting supplies and/or service.Verifies caller’s telephone number, location and caller name.  Makes changes in OMD and prepares document to communicate change. Enters supply or service request into OMD, according to established procedures. Processes on-site customers with supply orders; prepares bank card slips according to proper procedures. Tracks back orders and notifies customer of delay. Handles discrepancies with equipment, MA, Service and Supply billings. Works with service technicians and sales representatives to respond to special requests by customers. Manages Friday collections process to generate past due invoices, statements and letters. Contact past due customer for payment based on weekly aging report. Monitor account status on a weekly basis and report possible account collections issues to Supervisor. Manages daily meter read collection from MA customers.Â
Reviews daily invoices generated, adds customer information as required and prepares invoices for mailing. Follows OMD procedures for auditing outstanding accounts at month-end. Prepare a preliminary report on the 25th of the month for review by supervisor.
Maintains current contract information in OMD to include changes with terms, rates, and customer billing information. Processes contract cancellations including research of client activity, a reconciliation of account and invoicing for outstanding service and supply activities. Maintains loss MA database in Access for all contract cancellations. Maintains hard-copy files of maintenance agreement contracts. Reports applicable meter reads to third parties. Coordinates all third party ship-in and ship-outs contract set-up to include major accounts and dealer-to-dealer agreements. Reviews thoroughly for completeness and accuracy, equipment sales documents prepared by sales rep and sales assistant. Â
Enters invoice, listing items sold, amounts due, credit terms, and dates of shipment into OMD according to department procedures. Back-up for Sales Assistant in the negotiation of terms and rate factors with leasing companies. Creates lease documents; submits leasing information for approval. Prepares equipment-billing adjustments to indicate returned or incorrectly billed equipment, supplies and/or maintenance agreements. Prepares credit forms for customers, if appropriate and notify Supervisor of significant transactions. Sets up all new maintenance contracts in the cycle billing portion of the computer system and creates Maintenance Agreement documents. Enters all new MA contracts, adds and/or deletes into OMD and MWA for faxing cycle meter reading requests. Monitors meter read request and collections on a daily basis in MWA and FMAudit. Processes "Return Machine Form" information including supplies, MA and equipment history accords to department procedures. Enters and deletes all leases into the fixed asset module of OMD. Assists with processing of Riso state-bid supply orders sent directly to customers.
Additional duties as assigned
Qualifications:
Associates degree in Accounting and three years' of related experience. Equivalent combination of education and experience may be considered based on relevancy to position. Exhibits ability to learn and apply new skills; embraces technological enhancements, displays understanding of relationship of how job relates to others; uses resources (including other managers and co-workers) effectively. Proficient skills with Internet, E-mail, Word, Excel and Access. Must have accounting software experience such as Peachtree, OMD, Quickbooks, etc. Displays courtesy and sensitivity in dealing with "customers" at all levels inside and outside the organization; manages difficult or emotional situations with the aim of a "win/win" solution for all parties involved. Exemplifies an appreciation for the "customer concept" by treating "external and internal customers" with the same respect, sense of urgency and value. Responds promptly to internal and external customer's needs; follows through in communicating requests and other information quickly, accurately and clearly to the appropriate party. Enjoys working with a variety of personalities. Ability to effectively listen, analyzes, respond and communicate customer's requests. Communicates knowledge of customer and/or staff's needs and concerns with appropriate people; selects and uses appropriate communication methods. Prioritizes and plans work activities to meet daily workload demands and deadlines; uses time efficiently. Assures quality work with a high degree of accuracy and careful attention to details; ability to detect errors and document corrections
Displays commitment to excellence; monitors own work to ensure quality. Dependable; takes responsibility for own actions; asks for help or additional work as applicable. Establishes and maintains effective relations with all associates, meeting or exceeding customers' demands and expectations; offers assistance and support to co-workers. Displays a positive outlook and pleasant, cooperative manner. Exemplifies creativity and flexibility to "get the job done right the first time" Adapts to changes in the work environment; accepts criticism and feedback.
Identifies problems in a timely manner; gathers and analyzes information skillfully; develops optional solutions; supports the selected solution/resolution and assists in implementation as assigned. Uses integrity, common sense and good judgment to make decisions on behalf of the company. Takes initiative to identify ways to effectively improve processes and streamline procedures, remembering our business future is counting on our ability to "work smarter, not harder".Â
Hours:
8am-5pm or 8am-4:30pm, depending on if you wish to take a 1/2 hour or 1 hour lunch!
Pay:
 $12-13.00 (possibly higher for the right candidate!)
Benefits:
Once hired, they offer health, dental, 401k, vacation, and holiday. They also have voluntary benefits for life insurance and short/long term disability.
