Customer Solutions Billing Specialist

Description

ALCIVIA is looking to fill a full-time Customer Solutions Billing Specialist (Animal Nutrition/Feed) based out of our Cottage Grove location. Are you looking for a company where work-life balance is respected, honest effort is rewarded, and your contribution is appreciated? You’re looking for ALCIVIA.

Pay Type: Hourly Rate, bi-weekly

Work Setting: Onsite, In-Office.

Work Location: 1401 Landmark Drive, Cottage Grove, WI 53527.

Core Work Schedule: Monday - Friday, 8:00am to 4:30pm.

Benefits: Full-time benefit eligibility begins the 1st of the month following date of hire.

• Medical Insurance, Health Savings Account (with Employer contributions), Dental Insurance, Vision Insurance, Flexible Spending Accounts, Critical Illness Insurance, Group Accident Insurance, Group Hospital Insurance, Legal Shield, and ID Shield.
• 401K company match up to 6% and 100% vested day one.
• Paid Parental Leave.
• Paid Time Off, Paid Holidays, and Paid Volunteer Time Off.
• 100% Company-Paid Benefits: Short-Term Disability, Long-Term Disability, Life and AD&D Insurance, Employee Assistance Program.
• Company-Paid Training and Development Opportunities: Tuition Reimbursement, Certifications & Licenses, and more.
• Company Clothing Annual Allowance.

ALCIVIA is a leading, member-owned agricultural and energy cooperative located in Wisconsin and serving customers in Wisconsin, Minnesota, Illinois, and Iowa. We provide expertise, service, and products in the areas of animal nutrition, energy, and grain, and have a full portfolio of options for competitive operating loans and input financing. Learn more at https://www.alcivia.com/

• Visit our Company Social Media Accounts: Facebook and LinkedIn.

Customer Solutions Billing Specialist Essential Responsibilities:

The Customer Solutions Billing Specialist is responsible for executing a wide range of administrative billing, inventory, and contract-related processes with accuracy and efficiency. This role ensures timely and accurate billing while maintaining clean and compliant account records. This position coordinates with internal teams to resolve discrepancies, maintain account structures, and ensure financial documentation meets audit standards. In addition to core billing responsibilities, this position is expected to support front office functions as needed—particularly during peak seasons, month-end deadlines, or at the direction of management. This includes answering customer calls, assisting with account inquiries, and supporting front-line customer service activities alongside the Customer Solutions Specialist team.

• Accurately process billing transactions related to products, services, equipment, and contract agreements.
• Set up and maintain customer account structures and service documentation in internal systems (e.g., ERP, CRM, or contract management platforms).
• Perform billing corrections, tax adjustments, and account updates based on internal workflows and approved documentation.
• Monitor shared billing inboxes and help desk queues; respond to internal billing inquiries and escalate items when necessary.
• File, reconcile, and validate support documents such as service tickets, delivery records, and exemption forms.
• Ensure all billing-related documentation is complete, accurate, and compliant with company policy and audit standards.
• Processes inventory related transactions, including transfers, receivers, and adjustments, as assigned and required.
• Complete assigned month-end billing tasks, including transaction finalization, data reconciliation, and reporting requirements.
• Use internal systems to review, validate, and approve billing data across products, services, and customer segments.
• Maintain clean audit trails by documenting approvals, corrections, and transaction statuses consistently.
• Partner with credit, sales, operations, and front office teams to ensure alignment on account setup, billing timelines, and documentation standards.
• Communicate billing discrepancies, missing documentation, or system issues to appropriate team members for resolution.
• Support contract setup and ongoing maintenance by coordinating internally to ensure correct terms are reflected in the billing system.
• Support front office functions during peak seasons, staffing shortages, or at the direction of management.
• Assist with incoming customer calls, account inquiries, payment processing, orders, change requests, or general support requests.
• Maint