Accounting

Position

Supervisor, Billing/Reporting

Location
Seattle Office

Reports To
Director, Credit/Collections / dotted line reporting to Controller

Direct Reports
Billing Specialist

Status
Exempt (Salaried)

Summary

This position supervises the day to day operations of the Billing Department, and has the overall responsibility for accurate and timely customer billing; effective communications with Sales, Client Services and Account Management staff; familiarity and compliance with customer contracts, Accounts Receivable reporting, and monitoring and enhancing controls throughout the company's contract handoff and billing process. The position also supports the Accounting Department's financial reporting process in extracting, analyzing and delivering accurate and timely reports.

Responsibilities

The following is a list of general job responsibilities for the position. This list is not all-inclusive and may be broadened or changed to meet changing business needs.

Reporting:
Controller Reporting Support:

• Subscriber Count Reporting: This position owns this report. Maintain, establish rules and process for changing source DSI records affecting the report and prepare monthly Subscriber Summary report for distribution. Investigate and resolve discrepancies and anomalies.
• Deferred Revenue Records: Maintain deferred revenue records in accordance with company policy and prepare monthly journal entries to defer/recognize revenue (and related COGS if applicable). Reconcile deferred revenue accounts to the general ledger on a monthly basis.
• RMR by Business Unit: Prepare report used to track monthly revenue trends and growth.
• Board of Directors' Reporting: Assist with the preparation of the quarterly BOD financial reporting package.
• Days Sales Outstanding "DSO" reports: to measure and monitor collections progress and revenue trends.
• Internal Controls: Participate in identifying and implementing controls designed to measure and report on compliance with company processes.
• Pass-through Billing: Reconcile Trusonic and DMX invoices.
• Implement self-auditing techniques on all reporting to ensure accuracy.

Accounts Receivable Reporting Support:

• Summary Aging by Sales Channel (Weekly)
• XM Summary Aging (Weekly)
• XM Status Aging (31 Day Letter for W/O maintenance process - monthly)
• Summary Aging for Collectors (Weekly)
• Summary Aging for Credits (Weekly)
• AR Flash Report (Weekly report to highlight customer accounts that need attention)

Billing:

• Ensure responsibilities assigned to the Billing department are being carried out in a professional, timely and effective manner.
• Support and mentor the staff in encouraging effective communications and problem resolution. Serve as an escalation point for the Senior Billing Specialist when communications become ineffective or compliance with company policies is not being met.
• Work with Billing Specialist on process to ensure customized and emailed monthly invoices are formatted for printing and sent out without error.
• Set up dealer rebate accounts on the RB; prepare accompanying reports.
• Monitor Company adherence with Credit Policy.
• Implement processes to ensure invoice of "Released" work orders within 2 business days. Identify and resolve issues preventing them from being billed
• Report quarterly on department-specific metrics.
• Maintain files and documentation to meet audit requirements.
• Ensure refunds, corrections, debits and credits on accounts are posted in a timely manner.
• Learn Billing Specialist duties to provide for backup or overflow work needs.
• Responsible for customer contract handoff from Sales staff and communication of special/atypical billing terms with Finance management; as well as overall contract compliance with corporate credit policy.
• Implement process to ensure correct billing setup (Contract templates, parts screens, coding, billing matrix). Audit setups prior to account activation. Monitor and control unauthorized changes.
• Implement process to ensure correct contract and re-contract terms are communicated to Billing and updated timely in DSI.
• Monitor Ups and Downs Report and analyze variances as needed. Develop an understanding of how the activity affects other reporting (e.g. Subscriber Report)
• Maintain effective relationships with Client Services, Sales and Account Managers to ensure positive customer experience and to collaborate for solutions that will also increase staffing and billing efficiencies. Proactively attend meetings and promote regular interaction with these departments.
• Develop an environment which will promote, monitor and identify training needs for quality control elements including coding accuracy and profit margins
• Provide information and research assistance to assist with payment and collections efforts.
• Proactively manage through the Rollout process by being familiar with contract terms, early participation in planning meetings, communicating deadlines for billing and ensuring the rollout is set up and billed in compliance with the customer contract.
• Periodically audit existing customers (rates, billing matrix, sales codes).
• Learn and identify new features associated with DSI to identify new efficiencies and new invoice formats that can be used to provide for more invoicing format options.
• Maintain records in compliance with company policy and Identify new methods of electronic records retention
• Serve as DSI power-user for the department, unlocking records and troubleshooting.
• Assist with other billing or accounting projects as assigned.

Experience/Education

• Accounting, Bachelor's degree preferred.
• Minimum of 3-5 years recent billing experience or equivalent combination of education and experience.
• Advanced excel skills
• Demonstrated supervisory, customer service and reporting skills.
• Experience with DSI Hawaii software and/or work order and inventory systems a plus.

Required Skills and Abilities

• Proficient with MS Office, especially excel and word
• Monarch experience a plus
• Independent judgment required to plan, organize, and prioritize workload
• Responds resourcefully when challenges arise
• Ability to supervise staff and plan the workload to effectively meet deadlines.
• Exercises sound judgment and decision making
• Ability to follow directions, meet deadlines, work independently and keep manager updated on work status
• Strives for excellence in work product, attention to detail and ability to audit own work product for completeness and accuracy
• Participates in the building and maintaining of a positive and healthy organizational culture
• Able to complete objectives while utilizing an approach consistent with PlayNetwork's guiding principles
• Adaptability for learning and change
• High level of confidentiality, discretion and professionalism
• Superb communication, interpersonal, analytical, and organizational skills
• Proven ability to provide outstanding customer service
• Ability to produce professional documents, including spreadsheets, correspondence and e-mail

Behaviors

• Leads by example and exemplifies the PlayNetwork Guiding Principles in actions and behaviors
• Inspires others through his/her positive attitude, professionalism and work integrity
• Responds creatively to continuous change and steady growth environment
• Solutions-oriented team player
• Seeks out information, training, and other resources needed to facilitate continual professional development necessary to be successful in this position
• Willingness to assist in other areas of department, as assigned

Please Contact: Attn: HR
Redmond, WA 98052
Fax: 425-497-8181
Email: HR@playnetwork.com