Billing Clerk Job Description [Updated for 2025]

In the modern world of business, the role of billing clerks is critical than ever before.

As financial processes become increasingly streamlined and complex, the demand for skilled professionals who can effectively manage, organize, and maintain our billing systems escalates.

But let’s break it down: What’s truly expected from a billing clerk?

Whether you are:

• A job seeker trying to understand the intricacies of this role,
• A hiring manager outlining the perfect candidate,
• Or just curious about the ins and outs of a billing clerk’s responsibilities,

You’re in the right place.

Today, we present a customizable billing clerk job description template, designed for easy posting on job boards or career sites.

Let’s dive right in.

Billing Clerk Duties and Responsibilities

Billing Clerks perform a variety of tasks related to processing invoices and ensuring that invoices are paid in a timely manner.

They work with other departments, such as sales and customer service, to ensure the accuracy of invoices and resolve any discrepancies.

Billing Clerks have the following duties and responsibilities:

• Generate and send out invoices to customers
• Perform data entry and administrative duties regarding invoices
• Communicate with clients regarding billing discrepancies and queries
• Monitor customer account details for non-payments, delayed payments, and other irregularities
• Follow up on, collect and allocate payments
• Research and resolve payment discrepancies
• Prepare and submit customer statements
• Process credit card payments and use of electronic bank payments
• Assist with month-end closing
• Ensure compliance with company policies and procedures
• Maintain billing files and records, and keeping them updated
• Process adjustments and refunds when necessary

 

Billing Clerk Job Description Template

Job Brief

We are looking for an accurate and reliable Billing Clerk to perform tasks that will help us monitor our revenues.

You will be responsible for keeping track of money owed to us by customers, preparing invoices and updating records.

The ideal candidate will be trustworthy and able to manage all transactions with high levels of accuracy.

Ultimately, the role of the Billing Clerk is to ensure all transactions are recorded correctly and customers are billed accurately.

 

Responsibilities

• Manage account balances and invoice customers
• Issue and post bills, receipts, and invoices
• Check the validity of debit accounts
• Update accounts receivable database with new accounts or missed payments
• Ensure all clients remain informed on their outstanding debts and deadlines
• Provide solutions to any relative problems of clients
• Write thorough reports on billing activity with clear and reliable data

 

Qualifications

• Proven experience as a billing clerk or similar role
• Excellent knowledge of MS Office, particularly Excel
• Understanding of relevant laws and best practices
• Ability to work with numerical data accurately
• Excellent communication and interpersonal skills
• Great attention to detail
• Confidentiality and trustworthiness
• Degree in finance, accounting or relevant field is preferred

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Billing Clerk
• Work Environment: Office setting. Some remote work may be accommodated.
• Reporting Structure: Reports to the Billing Manager or Financial Controller.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $35,000 minimum to $50,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Billing Clerk Do?

Billing Clerks, also known as billing and posting clerks, work in various industries such as healthcare, telecommunications, and utilities.

They can work for large corporations, small businesses, or billing companies.

Their primary responsibility is to prepare and issue invoices for goods and services rendered by their employer to its clients.

They keep track of transactions and ensure that the bills are accurate.

Billing Clerks use accounting and bookkeeping software to enter data and generate bills.

They also check for discrepancies and rectify any errors in billing records.

They are often in charge of updating customer information, resolving billing disputes, and maintaining records of invoices and support documents.

Billing Clerks may also be tasked with processing payments, sending reminders for payments to customers, and preparing reports on billing activities.

They often collaborate with other departments such as customer service and sales to ensure accurate billing and resolve customer inquiries or disputes.

Overall, a Billing Clerk plays a crucial role in an organization’s financial management by ensuring accurate and timely invoicing and payment processing.

 

Billing Clerk Qualifications and Skills

A proficient Billing Clerk should have the skills and qualifications that meet your job requirements, such as:

• Mathematical skills to accurately calculate, process and record a large number of transactions
• Detail-oriented to ensure accuracy in billing records and invoices
• Computer skills to effectively use billing software, spreadsheets and databases
• Communication skills to correspond with clients and resolve any billing discrepancies
• Organizational skills to manage multiple accounts and keep track of billing deadlines
• Problem-solving skills to identify and rectify billing errors or issues
• Customer service skills to professionally and courteously deal with clients’ billing inquiries and concerns
• Understanding of financial and accounting principles to accurately process payments and create financial reports

 

Billing Clerk Experience Requirements

Entry-level billing clerks usually need at least a high school diploma or equivalent, along with 1 to 2 years of experience in a similar role, such as an administrative assistant or accounts payable/receivable clerk.

This initial experience helps them understand the basics of financial record keeping and data entry.

More experienced billing clerks, often with 2 to 3 years of experience, may have been responsible for more complex tasks such as managing customer accounts, processing payments, and handling billing disputes.

They may also have gained some experience with financial software and systems.

Those with over 5 years of experience in the field usually have a comprehensive understanding of the full billing cycle.

They may also have experience in a supervisory role, managing a team of billing clerks, and could be ready to step into a managerial role within the billing department.

Regardless of years of experience, a billing clerk should have strong attention to detail, good numerical skills, and a high level of accuracy.

Experience with specific financial software, such as QuickBooks or Microsoft Excel, may also be required for certain positions.

 

Billing Clerk Education and Training Requirements

Billing Clerks typically require a high school diploma or equivalent.

They also need strong computer skills and a good understanding of spreadsheets and accounting software.

Knowledge of Microsoft Office Suite, especially Excel, is often mandatory.

Many positions prefer candidates with a certificate or associate’s degree in accounting, business administration, or a related field.

This education provides a foundational understanding of financial principles, math, computer applications, and business principles.

Some positions may require Billing Clerks to have previous experience in a billing or customer service role.

While not always necessary, certifications like the Certified Professional Biller (CPB) can enhance job prospects.

This certification demonstrates a Billing Clerk’s ability to maintain all aspects of the revenue cycle effectively.

In addition to formal education and certifications, Billing Clerks should have strong attention to detail, excellent communication skills, and a high degree of accuracy.

Ongoing training is often provided on the job.

 

Billing Clerk Salary Expectations

A Billing Clerk can expect to earn an average salary of $34,977 (USD) per year.

The actual salary can vary widely depending on factors such as years of experience, the size and industry of the employer, and the cost of living in the geographical location.

 

Billing Clerk Job Description FAQs

What skills does a billing clerk need?

Billing clerks should possess strong numerical and organizational skills to manage and track invoices effectively.

They should be detail-oriented to ensure accuracy in the billing process.

Proficiency in using financial software, databases, and spreadsheets is also required.

Billing clerks should have good communication skills to interact with clients and colleagues and the ability to handle confidential information responsibly.

 

Do billing clerks need a degree?

While a degree is not strictly necessary to become a billing clerk, a diploma or associate’s degree in accounting, finance, or a related field can be beneficial.

Many employers seek billing clerks with a solid understanding of accounting principles and practices, and this knowledge can be obtained through formal education.

Knowledge of specific billing software may also be required.

 

What should you look for in a billing clerk resume?

When reviewing a billing clerk resume, look for previous experience in an accounting or finance role, as well as familiarity with financial software and databases.

Strong numerical and organizational skills are critical.

Proficiency in spreadsheet software, such as Microsoft Excel, is also important.

Additional qualifications, such as a degree or certificate in accounting or finance, can be a plus.

 

What qualities make a good billing clerk?

A good billing clerk has strong attention to detail and excellent organizational skills.

They are adept at handling multiple tasks at once and can prioritize effectively to meet deadlines.

They also need to be comfortable handling sensitive information with discretion.

Further, effective communication skills are necessary to liaise between different departments and to resolve any billing discrepancies.

 

Is it challenging to hire a billing clerk?

Hiring a billing clerk can be challenging because the role requires specific skills and knowledge in areas such as accounting and finance.

It’s essential to find a candidate who is detail-oriented, able to handle confidential information, and proficient in the use of financial software and databases.

However, with a thorough job description and a clear understanding of what you’re looking for, you can effectively find a suitable billing clerk for your organization.

 

Conclusion

There you have it.

Today, we’ve drawn back the veil on what it truly means to be a billing clerk.

Guess what?

It’s not just about issuing invoices and managing accounts receivable.

It’s about shaping the financial infrastructure of a business, one invoice at a time.

With our handy billing clerk job description template and real-world examples, you’re geared up to make your move.

But don’t halt your progress now.

Immerse yourself further with our job description generator. It’s your pathway to creating precise job listings or fine-tuning your resume to perfection.

Remember:

Every invoice you handle contributes to the bigger financial picture.

Let’s build that future. Together.

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