BILLING CLERK

This position organizationally falls under the Kickapoo Child Care Center department operated by the Kickapoo Tribe of Oklahoma. Operational hours are Monday through Friday; 5:30 A.M. to 6:00 P.M, or as needed to better serve the families. The purpose of this position is to support the day-to-day operations of internal and external clients by anticipating their needs and strategically solving challenges such as answering questions and maintaining confidentiality. The Billing Clerk will be responsible for accurate and timely processing of invoices, managing customer accounts, and ensuring timely payments, while also providing excellent customer service regarding billing inquiries.

ESSENTIAL DUTIES AND RESPONSIBILITES

Tasks are as follows, but not limited to:

• Prepare and process accurate invoices for day care services, ensuring all necessary information is included.
• Generate and distribute monthly billing statements to parents/clients, ensuring timely and accurate information.
• Process payments received from clients, updating records and ensuring accurate reconciliation of payments.
• Maintain accurate and organized records of billing and payment transactions, including invoices, statements, and payment receipts.
• Respond to inquiries from parents/clients regarding billing and payment issues in a timely and professional manner.
• Accurately enter billing and payment data into the center's accounting software.
• Identify and resolve any discrepancies or errors in billing or payments.
• Monitoring OKDHS Childcare Subsidy System
• Assist with month-end closing procedures, ensuring accurate financial reporting.
• Adherent to all relevant policies and procedures related to billing and accounting.
• handle billings in the company, respond to billing inquiries, and resolve any discrepancies regarding payment issues.
• Maintain records of outstanding payments and payments received from clients.
• Generate invoices and send them to clients to ensure payments are made on time.
• All other duties as assigned.

WORK ENVIRONMENT

Ability to work under pressure and maintain personal composure evaluates situations and act/react appropriately, use tact in dealing with business associates, staff, visitors, and tribal members in difficult situations.

The work environment characteristics described herein are representative of those an employee encounters while performing the primary functions of this job as an employee in an office setting. Normal office conditions exist; Noise levels, stress, tribal members/visitors/Business Associates/staff and peers flow vary but may be considered high. Administrative workload will be managed daily with additional hours required from time to time.

The physical demands described herein are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee is required to frequently stand, walk, sit, bend, twist, talk and hear/listen. There are prolonged periods of sitting and reading as well as standing. The employee must occasionally lift and/or move up to fifty (50) pounds. Specific vision abilities required by this job include reading, distance and computer and color vision. Talking and hearing/listening are essential to communicate with tribal members/visitors/Business Associates/staff and peers.

There are constant deadlines associated with this position. The employee must be able to multi-task and interact with a wide variety of people at various times and on complicated and diverse issues.

Must be able to always maintain a professional demeanor and on any occasion wherein representing the Kickapoo Tribe of Oklahoma.

MINIMUM MANDATORY QUALIFICATIONS

Education and Experience:

At least 4 years of relevant experience; AA or above preferred.

Accounts payable experience (Preferred)

Additional Qualifications

• Ability to use an integrated accounting software system and Microsoft applications.
• Excellent verbal and customer service skills in-person and over the phone (discretion,
• patience & etiquette), as well as demonstrated ability to adjust communication style for various audiences.
• Excellent interpersonal skills including demonstrated ability to constructively manage

conflict and ability to respond clearly and effectively to inquiries from stakeholders and

the public.

• Filing, Phones, and Confidentiality.
• Excellent written communication skills, including proper use of grammar, punctuation,

and spelling with the ability to proofread.

• Demonstrated experience working with a variety of individuals from diverse backgrounds

and income levels, and a demonstrated commitment to diversity, cultural relevancy, and

inclusion.

• Ability to work effectively as part of a team or independently, as tasks require.
• Ability to communicate and actively participate in KCCC team meetings and committees

and external community groups.

• Ability to learn and follow procedures quickly.
• Ability to work under deadlines, work on several tasks simultaneously, and organize and

prioritize work quickly in response to changing needs.

• Critical thinking and analytical skills.
• Experience with data entry and data management systems.
• Ability to be both fast and accurate in a high-volume setting.
• Strong attention to detail and commitment to accuracy.
• Knowledge and experience working with MS Office Suite, with strong Excel skills.
• Excellent organizational and prioritization skills.
• Driver's License: A valid driver's license is required.

PERFORMANCE EXPECTATIONS

In the performance of their respective tasks and duties all employees of The Kickapoo Tribe of Oklahoma Center are expected to conform to the following:

• Fully uphold all principles of confidentiality.
• Adhere to all professional and ethical behavior standards of the Kickapoo Tribe, must be compliant with the personnel policies.
• Interact in an honest, trustworthy, and dependable manner with tribal members, employees and vendors
• Must be culturally sensitive and respectful to the beliefs and traditions of the Kickapoo Tribe of Oklahoma.
• Meet or exceed the performance standards as set by the organization
• Work independently and as a team leader/member; consistently demonstrating professionalism, courtesy, efficiency, excellent internal and external customer service, high ethical standards and behavior which contribute to harmonious relationships.
• Comply with all Kickapoo Tribe of Oklahoma Policies and Procedures.
• Uphold the Policy and Procedures of the Kickapoo Tribe of Oklahoma and associated programs services.
• To report and document accidents/injuries immediately to the supervisor.
• Attend all employee training schedules and bring suggestions for improvement.

INDIAN PREFERENCE

The Kickapoo Tribe of Oklahoma is committed to Equal Employment without regard to race, religion, color, gender, national origin, age, disability or sexual orientation. However, in accordance with the Indian Preference Act (Title 25 U.S. Code 472 and 473) preference in filling vacancies are given to qualified Indian candidates.

AT-WILL EMPLOYER

In reference to Personnel Policy, Section 1-24, Employment At-Will. All employees who do not have a written contract with the employer for a specific fixed term of employment are thereby employed at the will of the employer for an indefinite period. Employment with the Kickapoo Tribe, without a written contract, is voluntary and therefore employees are free to resign at any time with or without cause or reason. Likewise, the Tribe may terminate the employment relationship at any time with or without notice and for any lawful reason deemed appropriate by the Tribe for good cause, bad cause, or no cause at all. This policy is commonly referred to as “employment-at-will.”