Billing & Data Specialist

This position is located within the Gallatin City-County Health Department. As a member of the Cross Divisional team, the position provides essential support to the financial operations of the health department. Primary responsibilities include performing billing and data management functions such as accounts receivable tracking, invoicing, payment reconciliation, and billing data input. This position works closely with the Grants Accountant and reports directly to the Health Officer. The position does not supervise other County personnel.

All duties listed below constitute at least 10% of the job; other responsibilities fall under "Other Duties as Assigned." All duties are considered essential functions unless otherwise noted.

BILLING ADMINISTRATION

• Collaborate with the Grant Accountant to process billing data, credit card processing, maintain accurate receivable records, and helping to ensure timely submission to funding entities.
• Maintain up-to-date accounts receivable records; identifies and resolves data inconsistencies or discrepancies.
• Prepare, verify, and input billing information for various funding sources, ensuring accuracy and compliance with billing standards.
• Review and validate financial documents to confirm correct amounts, payment statuses, and proper categorization using established protocols.
• Respond to inquiries from internal staff regarding financial data, documentation, and procedural questions relevant to data processing.
• Track and follow up on outstanding invoices, initiates and documents collection activities for overdue accounts.
• Aids in processing primarily grant revenue deposits made by all internal and external entities of Gallatin Counties by identifying type of form, creating lists of checks and cash, entering the deposits into the financial accounting software and posting revenue entries to the County ledger. 
• Maintain detailed account notes and logs of actions taken; ensure accurate data is captured and updated in billing systems.
• Perform high-volume data entry for billing records, including coding, and account adjustments.
• Generate financial summaries, data exports, and scheduled billing reports for review by program staff and leadership as requested
• Support regular audits and reporting requirements by compiling accurate financial data and documentation.

• Perform data input for program activities and maintains orderly digital and paper filing systems.
• Participate in departmental projects and temporary assignments as needed, such as internal reviews, audits, or data entry initiatives.
• Provides back-up assistance to the Grants Accountant in processing copier charges, motor vehicle expenses and other ad hoc expenses as requested. 
• Provide general office support across programs and attends required training as needed. May assist other teams during emergency operations declared by the County Commission.

• Proficient in data entry, billing systems, and financial recordkeeping.

• Knowledge of records management practices, Microsoft Office Suite, and specialized software for billing and accounts.
• Strong verbal and written communication skills; ability to explain billing data clearly to internal and external stakeholders.
• Exceptional attention to detail and the ability to maintain data integrity across multiple systems.
• Demonstrated ability to prioritize workload, meet deadlines, and work independently in a high-volume environment.
• Ability to maintain confidentiality and apply discretion in handling sensitive financial information.

High school diploma or equivalent. Minimum of three (3) years of experience in business operations, accounting support, or administrative work with financial responsibilities; or completion of a vocational certification in a related field and one to two (1-2) years of relevant experience.

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

To apply to this position and attach the following documents are required application consideration:

• Cover Letter
• Resume
• Three (3) References

Gallatin County is an Equal Opportunity Employer:

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.