Calista Corporation
Regular
JOB SUMMARY
The Intercompany Billing Specialist is responsible for establishing and maintaining intercompany work orders (IWOs), preparing intercompany billings, and performing billing services for government and commercial contracts across multiple entities. This ensures billing transactions are accurate, timely, properly documented, and compliant with applicable contractual, regulatory, and company requirements. This role requires strong analytical skills, attention to detail, and the ability to manage high-volume billing activities, reconcile discrepancies, and meet recurring deadlines.
ESSENTIAL FUNCTIONS
- Establish and maintain IWO in accordance with approved Intercompany Work Order Request Forms and Calista’s Inter-Organizational Transfer Policy.
- Review IWO requests for completeness, accuracy, and appropriate approvals before establishing projects.
- Maintain IWO project structures, including required project components, billing information, and related setup details, in accordance with established procedures.
- Maintain a comprehensive tracking system for intercompany and regular billings, including project status, billing activity, outstanding items, and required follow-up.
- Prepare, review, and process high-volume monthly intercompany invoices across multiple entities, ensuring transactions are accurate, complete, and supported by appropriate documentation.
- Prepare monthly IWO allocations and investigate and resolve allocation discrepancies in coordination with accounting and other affected departments.
- Assist with month-end and year-end closing activities, including preparation of intercompany true-up invoices, supporting reconciliations, and related intercompany journal entries.
- Review applicable contract terms, work order agreements, and supporting documentation to ensure billings are consistent with approved arrangements, and applicable requirements.
- Maintain intercompany billing records, reconciliations, and supporting documentation in accordance with company procedures and audit requirements.
- Review open billing detail (OBD) regularly to ensure costs associated with intercompany and contract billing activities are billed appropriately or held pending resolution.
- Prepare, review, and submit government and commercial contract invoices, ensuring accuracy, timeliness, and compliance with contract terms and company policies.
- Coordinate with accountants, project managers, team members, and other stakeholders to research discrepancies, resolve billing issues, and improve billing processes.
- Prepare and distribute billing reports and supporting schedules to subsidiaries, accounting personnel, and other stakeholders as required.
- Provide documentation and explanations to support internal and external audits, including DCAA voucher reviews and requests related to intercompany and contract billing activities.
- Ensure intercompany and contract billing activities comply with company policies, established accounting procedures, applicable contractual requirements, and relevant regulatory requirements.
- Work in a constant state of alertness and in a safe manner.
- Perform other duties as assigned.
SUPERVISORY RESPONSIBILITIES
This position does not have supervisory responsibilities.
KNOWLEDGE, SKILLS, & ABILITIES
- Knowledge of intercompany billing practices, accounting procedures, and transactions reconciliations.
- Understanding of intercompany work order structures, project setup, allocations, and related billing processes.
- Basic understanding of accounting principles, billing terminology, and billing procedures.
- Ability to review, reconcile, and analyze high volumes of financial data with accuracy and attention to detail.
- Ability to identify discrepancies, research variances, and resolve routine billing and allocation issues.
- Proficiency in computerized accounting and financial systems, with the ability to learn and effectively use company-specific systems.
- Proficiency in Microsoft Excel, including the ability to use spreadsheets to track, analyze, and reconcile financial data.
- Ability to prioritize tasks, manage multiple assignments, and meet recurring monthly and year-end deadlines.
- Effective written and verbal communication skills to coordinate with accounting personnel, project managers, and other stakeholders.
- Ability to analyze information, identify trend or inconsistencies, and recommend appropriate resolutions.
- Ability to exercise sound judgment and discretion when handling financial information and resolving discrepancies.
- Ability to work independently while coordinating with multiple departments and entities.
- Ability to handle stressful situations and effectively plan and organize duties to meet deadlines.
MINIMUM QUALIFICATIONS
- High School diploma or GED equivalent; Associate degree in Accounting, Finance, or related field preferred.
- Three (3) years of billing experience, preferably including exposure to government contracts.
- Experience with Deltek Costpoint preferred.
- Ability to pass a drug, background, reference, and credit check.
WORKING ENVIRONMENT
The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The noise level in the work environment is moderate. Work may require occasional weekend and/or evening work.
PHYSICAL/VISUAL/MENTAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).
EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.
