Description

JOB DESCRIPTION

Summary

TOTE Resources LLC is seeking a detail-oriented and highly analytical Billing Analyst to join our team in Jacksonville, Florida. The Billing Analyst will be responsible for preparing, reviewing, and submitting government contract invoices while ensuring compliance with applicable federal regulations and contractual requirements. This role serves as a key liaison between Operations, Accounting, Purchasing, and government customers to support accurate billing, timely collections, and audit readiness.

Essential Duties and Responsibilities

  • Prepare, review, and submit invoices in accordance with government contract requirements, including:

    • Cost-Plus Contracts
    • Firm Fixed-Price Contracts
    • Time and Materials (T&M) Contracts

  • Ensure compliance with Federal Acquisition Regulations (FAR), Defense Contract Audit Agency (DCAA) guidelines, Defense Federal Acquisition Regulation Supplement (DFARS), and other applicable government requirements.

  • Analyze contract terms, task orders, modifications, and funding documents to ensure accurate invoicing and revenue recognition.

  • Monitor accounts receivable and collections activities for government customers, ensuring timely resolution of outstanding invoices.

  • Research, document, and resolve billing discrepancies, invoice rejections, payment delays, and contractual billing issues.

  • Reconcile financial and billing data between internal accounting systems and government invoicing portals.

  • Review aging reports and proactively follow up on overdue accounts to achieve collection targets and improve cash flow.

  • Maintain complete, organized, and audit-ready billing documentation to support internal reviews, customer audits, and DCAA examinations.

  • Build and maintain effective working relationships with government customers and contracting representatives to promote accurate and timely payment processing.

  • Collaborate with Accounting, Purchasing, Contracts, and Operations teams to resolve purchase order, funding, and invoicing issues.

  • Escalate complex billing, collection, or compliance concerns to the Revenue Manager as appropriate.

  • Prepare ad hoc reports, analyses, and special projects to support management decision-making and process improvement initiatives.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Skills and Competencies

  • Strong verbal and written communication skills
  • Exceptional customer service and relationship management abilities
  • Advanced analytical and problem-solving skills
  • High level of accuracy and attention to detail
  • Strong organizational and time management skills
  • Ability to manage multiple priorities and meet deadlines
  • Effective collaboration across departments and functions
  • Sound judgment and decision-making capabilities
  • Ability to adapt in a fast-paced, deadline-driven environment

Technical Skills

  • Government contract billing and invoicing
  • Accounts receivable and collections management
  • Account reconciliations and financial analysis
  • Audit support and regulatory compliance
  • Contract funding and invoice validation
  • Financial reporting and data analysis
  • Process documentation and continuous improvement
  • Experience with accounting, ERP, project accounting, and purchasing systems

Working Knowledge Of:

  • Federal Acquisition Regulations (FAR)
  • Defense Federal Acquisition Regulation Supplement (DFARS)
  • Defense Contract Audit Agency (DCAA) requirements

Proficiency With Government Payment and Invoicing Portals, Including:

  • PIEE (Procurement Integrated Enterprise Environment)
  • IPP (Invoice Processing Platform)
  • Delphi

Advanced Microsoft Excel Skills, Including:

  • Pivot Tables
  • VLOOKUP/XLOOKUP
  • Data Analysis
  • Reporting and Reconciliation Tools

Proficiency With Microsoft 365 Applications, Including:

  • Outlook
  • Word
  • Teams
  • PowerPoint

Education and Experience

Required

  • Minimum of 3–5 years of experience in billing, accounts receivable, accounting, or a related financial role.
  • Direct experience supporting government contract billing and invoice processing.
  • Experience working with government compliance requirements and contract regulations.

Preferred

  • Bachelor’s degree in Accounting, Finance, Business Administration, or related discipline.
  • Experience supporting federal government contracts, maritime operations, defense contracting, or similar industries.
  • Experience with project accounting and contract management systems.

Work Environment

  • Fast-paced, deadline-driven environment focused on billing cycles, collections, and month-end close activities.
  • Collaborative, team-oriented culture with frequent interaction across multiple departments.
  • Primarily office-based environment with normal levels of noise, lighting, and temperature.
  • Ability to sit for extended periods and work extensively with computer systems and financial applications.

Key Success Factors

Success in this role will be measured by:

  • Accuracy and timeliness of invoice submission
  • Compliance with government contract requirements
  • Reduction in aging accounts receivable balances
  • Timely resolution of billing discrepancies
  • Audit readiness and documentation quality
  • Positive internal and external customer relationships
  • Continuous process improvement and operational efficiency

Equal Opportunity Employer

TOTE Resources is an Equal Opportunity Employer – Affirmative Action and a VEVRAA Federal Contractor. We are committed to a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin disability, or status as a protected veteran. TOTE Resources is a drug-free employer and a participant of the E-Verify Employment Verification Program.

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