GENERAL JOB SUMMARY:
Performs routine clerical, administrative, and data processing work in the preparation and processing of technician timesheets and invoices for the Service Department. Reviews payment history of customers and collects from customers who are delinquent in the payment of bills.
ESSENTIAL JOB FUNCTIONS:
Receives and reviews Service Acknowledgements (SAs) from field service technicians. Verifies part numbers, grammar, and spelling of parts, if necessary. Files both Job and Service paperwork accordingly.
Works with Field Service Supervisor on accuracy and obtains approval before processing the technicians’ timesheets.
Processes technicians’ timesheets and works with Accounting Department on any discrepancies.
Reads computer files or gathers records such as purchase orders, invoices, ticket books, etc., to compile needed data for billing purposes.
Pulls parts from technicians’ inventory and works with Warehouse Associate to maintain accurate counts.
Signs and sends payment vouchers back as per customer request.
Processes billing data; prepares and mails invoices and statements.
Reviews billings for correctness and accuracy and works with Field Service Supervisor before submitting data to Accounting Department for posting.
Initiates and responds to customer concerns about billing practices and charges for services rendered; refers complaints to appropriate department for investigation and resolution; follows up with department to ensure that complaints have been resolved.
Works with Human Resources on obtaining clearance for any customer site-specific requirements (i.e. drug testing, background checks, training, etc).
Composes, types, and edits correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
Reviews aging report and pursues collection of delinquent service accounts, including preparation and mailing of past due notices, establishing and monitoring payment schedules, customer follow-up and account research.
Assists with job-related collections efforts as needed.
Reviews credit card logs with Director of Operations to ensure service calls were billed for non-Purchase Order purchases.
Processes credit memos.
Backs up related Service Department positions as needed.
SUPERVISORY RESPONSIBILITY: N/A
Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures.
Skilled in operating listed tools and equipment.
Excellent Customer Service Skills required.
Ability to perform arithmetic computations accurately and quickly.
Ability to communicate effectively both verbally and in writing.
Ability to work with angry or difficult customers and/or situations.
Ability to establish successful working relationships and to work under pressure with frequent interruptions.
Ability to report to work during customary or specifically assigned working hours.
Ability to interact effectively with peers and supervisors.
Ability to adhere to workplace rules.
Ability to interact appropriately with the public.
Great Plains experience a plus
EDUCATION AND EXPERIENCE:
Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, accounting, data processing.
Any equivalent combination of education and experience, with additional experience substituting for the required college level training or a year for year basis.
The employee will likely be placed in an office. The work environment characteristics are representative of those of an employee encounters while performing essential functions of the job in a typical office/workstation situation. Able to work sitting or standing at desk and operate a computer via standard input devices such as using a keyboard and reading information on a monitor.
Keyword: Great Plains
From: Kratos Defense