Financial Operations Specialist

Job Description

The Billing & Financial Operations Representative supports a complex, high-visibility government client engagement by ensuring accurate, timely, and audit-ready billing processes. This role requires the ability to manage and validate large-scale time allocations across a population of 100+ resources on a monthly basis, while operating effectively in a dynamic, continuously evolving environment. The ideal candidate brings strong attention to detail, analytical rigor, and a disciplined approach to compliance and documentation, with audit experience considered a significant advantage.

Core Responsibilities

Time Allocation & Billing Accuracy

• Collect, track, and validate monthly time allocations across 100+ team members to support accurate invoicing.
• Investigate and resolve discrepancies in time reporting, ensuring alignment with contractual requirements and internal policies.
• Partner with business leads and resource managers to confirm completeness and accuracy of submitted data prior to billing.

Invoice Preparation & Oversight

• Prepare and issue detailed, supportable invoices aligned to client contractual terms and billing structures.
• Ensure all billing inputs are accurate, traceable, and defensible for audit and client review.
• Maintain clear documentation supporting all billed amounts, including time allocations and rate calculations.

Payment Processing & Reconciliation

• Receive, post, and reconcile client payments in accordance with established procedures.
• Perform regular account reconciliations to ensure financial records are complete and accurate.
• Identify and escalate variances or issues in a timely manner.
• Account Management & Reporting
• Maintain and update client account records, including billing profiles and historical transactions.
• Develop and deliver regular reporting on billing activity, outstanding balances, and financial trends.
• Support internal stakeholders with data requests and financial insights related to billing operations.

Compliance, Audit & Data Management

• Respond to client and internal inquiries related to billing, invoices, and payment status.
• Clearly explain billing methodologies, time allocation structures, and financial details as needed.
• Partner cross-functionally with operations, finance, and compliance teams to resolve issues.
• Monitor accounts receivable and proactively follow up on outstanding balances.
• Coordinate with internal stakeholders to address delays or disputes impacting payment timelines.
• Ensure all billing activities adhere to company policies, contractual requirements, and confidentiality standards.
• Maintain audit-ready documentation, including detailed support for time allocation and invoicing decisions.
• Support internal and external audits by providing accurate records, explanations, and reconciliations.
• Handle sensitive financial and client data with the highest level of discretion and control.

Key Qualifications

• Strong analytical and organizational skills with exceptional attention to detail.
• Proven ability to manage large data sets and reconcile complex financial information.
• Experience tracking and validating time allocations across large teams is highly preferred.
• Ability to operate effectively in a fast-paced, evolving environment with changing requirements.
• Strong communication skills, with the ability to interact professionally with internal and external stakeholders.
• Familiarity with billing systems and financial reporting tools.
• Audit, compliance, or regulated environment experience is a strong plus.