Temporary Billing and Reconciliation Specialist - Facilities Services - UTK

This temporary position performs invoice processing as well as accounting, financial, and payroll support functions for the department. The Billing and Reconciliation Specialist is responsible for the coordination, verification, and reconciliation of work order and billing activities across multiple operational units, ensuring work orders and labor entries are complete, billing data is accurate, and invoices are processed in a timely manner.

• Performs accounting activities in the maintenance of financial and payroll records in accordance with established practices and procedures.
• Processes and audits accounting documents and personnel forms, including invoices, receipts, purchase orders, and procurement card transactions.
• Reviews invoices for accuracy and completeness and verifies items received against purchase documentation.
• Assists with departmental budget tracking and prepares data for general ledger posting verification.
• Works in conjunction with Purchasing and Accounts Payable to process transactions and ensure compliance with financial procedures.
• Issues and manages work orders from creation through completion, ensuring accurate documentation of labor, materials, and services.
• Verifies that work order entries align with work performed and ensures proper chart of accounts usage.
• Identifies and verifies chargeable versus non chargeable work orders.
• Ensures accurate labor, material, and service rate application in accordance with established billing standards.
• Reviews work order and billing data for accuracy and completeness prior to invoice processing.
• Resolves routine discrepancies related to work orders, billing entries, and customer inquiries, escalating complex issues as needed.
• Monitors open and completed work orders to ensure timely closeout and readiness for billing.
• Performs quality control checks on work order data prior to invoice release.
• Supports monthly billing cycles and standard reporting activities.
• Prepares timesheets and verifies time and payroll data with supervisors.
• Assists with travel requests and expense reimbursements, ensuring proper documentation and compliance.
• Coordinates service interruptions, maintenance scheduling, and workflow across operational units.
• Maintains organized systems for work orders, records, and departmental documentation.
• Provides clear and professional communication with staff, supervisors, customers, and accounting teams.
• Tracks overtime and compiles operational and financial data for reporting purposes.
• Provides backup operational and financial support and performs other duties as assigned.

• High School Diploma or GED
• Vocational or technical training in accounting, business management, or business administration preferred
• Associates Degree in accounting, business management, or business administration preferred

• Two (2) years of experience in administration, accounting, and/or timekeeping
• Five (5) years of experience in administration, accounting, and/or timekeeping preferred

• Knowledge of work order management systems.
• Knowledge of accounting, billing, and reconciliation processes.
• Ability to interpret and apply chart of accounts and financial data.
• Strong attention to detail and accuracy.
• Ability to analyze and resolve discrepancies.
• Strong organizational and time management skills.
• Effective written and verbal communication skills.
• Ability to work collaboratively across multiple departments.
• Proficiency in Microsoft Office applications including Excel.

• Valid Driver’s license.
• Applicants must be legally authorized to work in the United States on a full‑time basis without need now or in the future for sponsorship for employment‑based visa status.

• University of Tennessee – Knoxville, TN Campus
• This is an on‑site position.

• UT market range: MR05
• Find more information on the UT Market Range structure here.
• Find more information on UT Benefits here.