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Billing and Close-out Associate

Billing and Close-out Associate

Job Location US-Remote

Job ID


Job Location

United States




Work for a first-class institution that is innovative, multi-dimensional, and dynamic by joining AIR as a Billing and Close-out Associate.

We hire talented and forward-thinking professionals to build our cross-functional teams and support our clients in solving complex problems. Our peopleproblem-solvers, changemakers, and creative thinkersare experts in their craft who rise to meet today’s challenges.

The Billing and Close- out Associate will play an integral role in delivering on some of the most meaningful projects in communities across the United States and the world. You’ll collaborate with our teams of motivated and passionate visionaries, where your input will be valued and your contributions vital to our success.

We are currently seeking a Billing and Close -out Associate to join our Program Finance team. This is an excellent position to grow your career in Finance. Over time, the Billing Associate will provide financial and administrative support for basic to moderately complex financial activities in the areas of billing, accounts receivable, project cost transfers and project closeouts. This position reports to the Senior Manager, Billing.

We value the experiences of every member of our institution, from entry level to executive. As part of our collaborative, learning-oriented team, you’ll be encouraged to grow in your career, develop additional skills, and progress professionally.

Candidates hired for the position may work remotely within the United States (U.S.) or from one of our U.S. office locations.This does not include U.S. territories.

About AIR:

Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We advance evidence in the areas of education, health, the workforce, human services, and international development to create a better, more equitable world.

AIR’s commitment to diversity goes beyond legal compliance to its full integration in our strategy, operations, and work environment. At AIR, we define diversity broadly, considering everyone’s unique life and community experiences. We believe that embracing diverse perspectives, abilities/disabilities, racial/ethnic and cultural backgrounds, styles, ages, genders, gender identities and expressions, education backgrounds, and life stories drives innovation and employee engagement. Learn more about AIR’s Diversity, Equity, and Inclusion Strategy and hear from our staff by clicking here.


The responsibilities for the position include:

  • Develop a complete understanding of all billing related contractual terms and conditions for assigned client projects. Monitor for contractual modifications that affect billings and payments. Develop billing schedules for all projects not billed monthly based on actual costs. Document billing details and idiosyncrasies in financial systems as appropriate.
  • Prepare and maintain project recap-of-cost analysis to assist with tracking of costs billed versus incurred (including final indirect rates) as well as to serve as the basis for the closeout process.
  • In a timely manner following each month end close or as otherwise assigned, prepare billing packages including all applicable backup, obtain appropriate approvals, and submit the packages to Project Directors and manager for review and approval, and then submit to clients.
  • Monitor cash receipts associated with billings, expedite all unpaid within contractual payment terms, document activity in financial systems as appropriate.
  • Research and document explanations for unbilled receivables for assigned projects; keep current on a monthly basis.
  • Establish project analysis and closeout file upon project inception, maintain throughout the life of the project, finalize upon completion of the project.
  • Review monthly Deltek CostPoint financial reports and project financial records for inconsistencies to ensure all expenses are allowable and billable and for the accuracy of project and account codes, initiate cost transfers as necessary.
  • Troubleshoot issues arising during the billing process, which may include client portal access issues, client information corrections, billing adjustments, proper application of cash, etc.
  • Demonstrates a high level of service delivery; ensures customer satisfaction and prioritizes customer needs.


Education, Knowledge, and Experience:

  • Bachelor’s degree in Finance, Accounting, Business Administration or Economics.
  • Minimun of 2 years of relevant work experience, including in a federal contractor environment working in the areas of billing, collections, or project cost control.
  • Experience working with automated, fully integrated billing and project accounting systems (preferably Deltek Costpoint).


  • Demonstrated ability to work independently and as part of a team with individuals from diverse backgrounds and at all levels.
  • Fine attention to detail with the ability to deal with confidential information.
  • Strong work ethic, flexibility, and ability to consistently meet established timelines.
  • Demonstrated critical thinking and problem-solving skills.
  • Excellent communication skills with the ability to collaborate efficiently in a virtual work environment.
  • Advanced skills in MS Excel, including experience with large data sets.


Applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for this position. Depending on project work, qualified candidates may need to meet certain residency requirements.

All qualified applicants will receive consideration for employment without discrimination on the basis of age, race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo reference and background checks.

AIR’s Total Rewards Program, is designed to reward our staff competitively and motivate them to achieve our critical mission. This position offers an anticipated annual salary of $60,000 to $70,000. Salary offers are made based on internal equity within the institution and external equity with competitive markets. Please note this is the annual salary range for candidates that are based in the United States.

AIR maintains a drug-free work environment.

Fraudulent Job Scams Warning & Disclaimer:

AIR is aware of individuals falsely presenting themselves as AIR representatives. Fraudulent job scams seek to extract sensitive information or money from victims. To protect yourself, please be aware that AIR recruitment will only email you from an @air.org domain. Please take extra caution while examining the email address, for example jdoe@air.org is correct and jdoe@aircareers.org is not a legitimate AIR email address. If you are unsure of the legitimacy of a communication you have received, please reach out to recruitment@air.org.

If you see a job scam, or lose money to one, report it to the Federal Trade Commission (FTC) at ReportFraud.ftc.gov. You can also report it to your state attorney general. Find out more about how to avoid scams at ftc.gov/scams.

Please note, each section of the application is required in order for you to be considered for this opportunity. If you do not complete the required screening questions, or if you close your browser before completing each section of the application, your application will not be submitted for this position.

American Institutes for Research is an equal employment opportunity/affirmative action employer committed to excellence through diversity. Minorities, women, individuals with disabilities and veterans are encouraged to apply.

American Institutes for Research’s commitment to Diversity goes beyond legal compliance to its full integration in our strategy, operations and work environment. Diversity is valued and Inclusion is reflected in all efforts to recruit, develop, and engage the diverse staff needed to accomplish our mission.

ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to Taliba Boone at tboone@air.org or call 202.403.5000.