Information Technology - IT Billing and Administrative Specialist

Position Summary Responsible for managing all aspects of billing and invoicing within the IT department, ensuring that charges are accurately processed, appropriate chargebacks are made to other departments, and supplies are ordered as needed. Provide administrative support to the IT department by coordinating meetings and maintaining organized records. Principal Duties & Responsibilities Invoice Processing: Review, verify, and process invoices related to IT services, hardware, software, and other technology-related purchases. Ensure invoices are accurately coded and match purchase orders or contracts. Reconcile discrepancies and work with vendors to resolve billing issues. Chargebacks to Departments: Manage the chargeback process for IT-related costs allocated to other departments, ensuring accurate cost allocation. Collaborate with various IT heads to ensure all chargebacks are justified and documented appropriately. IT Supply Ordering and Inventory Management: Monitor inventory levels for IT office supplies. Order supplies as needed and maintain records of purchases and inventory levels. Coordinate with vendors to ensure timely delivery of supplies and resolve any supply-related issues. Meeting Coordination: Schedule and coordinate special internal and external meetings for the VPITS and IT staff. Prepare and/or assist with meeting materials and presentation documents. Coordinate meal arrangements for meetings and events. Record Keeping and Documentation: Maintain accurate and organized records of invoices, chargebacks, and supply orders. Generate reports as required by the IT Business Unit Manager or other leadership. Collaboration: Work closely with budget, procurement, and other areas to ensure accurate and timely processing of IT-related expenses. Assist with budget tracking for IT-related costs and projects. Other Administrative Support: Provide general administrative support to the IT department as needed. Greet and direct all IT visitors to the appropriate office areas. Perform other administrative services or tasks as requested by the VPITS or Business Unit Manager. Knowledge, Skills, Abilities & Other Attributes Bachelor’s degree in Business Administration, Finance, Accounting, or related field preferred (or equivalent work experience). Minimum of 2 years of experience in billing, invoicing, or financial administration, preferably within an IT or technology-related environment. Experience with chargebacks and supply management is a plus. Strong proficiency in Microsoft Excel, other Microsoft tools, and billing software or ERP systems. Excellent organizational and time management skills, with the ability to prioritize and manage multiple tasks effectively. Detail-oriented with strong problem-solving skills and the ability to reconcile discrepancies. Strong communication skills, both written and verbal, with the ability to interact with internal stakeholders and vendors. Ability to work independently and as part of a team in a fast-paced environment. Utilize discretion and maintain confidentiality. Familiarity with financial processes and invoicing. Basic understanding of IT-related terminology, equipment, and software is preferred. Unusual Working Conditions May be required to work during off hours/weekends and respond to any IT emergencies escalated to this role.