The job description of a billing clerk can vary from company to company depending on the products and services the company offers. The most important job assigned to the billing clerk is to make sure the company gets paid for services that were rendered.
Billing clerks must make sure all bills go out in a timely manner, that they go to the correct departmentand that they are accurate, because it is imperative that a company is paid in full and on time in order for the company to continue to conduct business.
Essential Duties and Responsibilities of a Billing Clerk
- Prepares, prints and mails invoices to customers.
- Applies special rates and discounts to certain bills.
- Ensures proper credit terms are on each bill.
- Posts customer’s payments into the accounts receivable system and verifies that the correct customer’s account is credited with the correct amount.
- Credits customers’ accounts properly when they return merchandise.
- Compares sales orders to shipping documents to make sure customers are billed for the items that actually purchased.
- Reviews financial data, corrects any discrepancies and reconciles accounts.
- Operates an electronic billing system and works with database software.
- Keeps accurate customer records.
- Discusses invoices and accounts with customers.
- Makes phone calls to customers who are delinquent on their bills and arranges payment plans with them.
- Works with a collection agency to pursue past due payments.
- Testifies in court cases when the company sues customers who refuse to pay for their merchandise or services.
Required Knowledge, Skills and Abilities
- Possesses excellent computer skills and is able to type quickly and accurately.
- Has extensive knowledge of billing software like Microsoft Office products and Intuit QuickBooks.
- Shows proficiency and speed when using a 10-key numeric pad.
- Demonstrates great attention to detail.
- Possesses strong verbal and written communication skills.
- Displays exceptional interpersonal skills, particularly when interacting with customers on the telephone or in person.
- Has excellent organizational skills and the ability to manage time effectively.
- Possesses strong knowledge or math and finance.
- Demonstrates a working knowledge of basic accounting practices.
Education and Experience
- Must possess a high school High School Diploma.
- Associate’s degree from a vocational or technical school in computer science or business services.
- Certification in a specialized area of billing.
- Bachelor’s degree in business administration.
- On-the-job training from employer.
- Works regular hours of 8:00 a.m. to 5:00 p.m. Monday through Friday, but may be required to do shift work as well.
- Spends many hours in front of a computer screen typing and conducting research.
- Sits in a climate controlled private office or shared office space with moderate noise.
- Uses a headset and spends a large amount of time on the phone with customers.
- Billing clerks earn an annual salary of $25,000 to $40,000 depending on the size and type of the company and the years of experience.