Job description of a billing clerk
If you're good with numbers and have an interest in financial matters, a job as a billing clerk may be an option for you.
The job description for a billing clerk varies depending on the company and industry offering you a position, but many employers have common expectations. Here's a look at some job duties often expected of a billing clerk.
Invoices and Payments
Making sure the company gets paid is an important part of being a billing clerk. Clerks are expected to prepare invoices, print them and mail them out. When preparing invoices, clerks may be expected to identify and apply any special rates, discounts or credit terms relevant to a customer's account.
As payments from customers arrive, clerks enter them into the company's accounts receivable system and make sure the appropriate customer accounts are credited.
If a customer returns merchandise, the clerk makes sure the appropriate account receives the credit for the items.
Employers expect billing clerks to be comfortable using a computer and entering data.
Some companies expect the billing clerk to be proficient in specific software, such as Microsoft Office products, Intuit QuickBooks and/or Microsoft Internet Explorer. The ability to type and use a 10-key numeric keypad quickly and accurately is also a common expectation.
Focus on Details
Accuracy and attention to detail are required in billing operations. Clerks may need to compare sales orders with shipping documents to make sure customers are billed for the correct items. Companies want billing clerks who can review data, correct discrepancies and reconcile accounts.
Clerks often talk with customers about their invoices or accounts. Employers look for clerks who have excellent oral and written communication skills and can clearly explain bills to customers.
Deal with Unpaid Accounts
Some jobs require the billing clerk to contact customers who are delinquent in bill payment and work with them to make payment arrangements. If the customer doesn't follow through with the promised payments, the clerk contacts him/her again. In some cases, the clerk is expected to work with a collection agency to pursue payment or to testify in small claims court when the company exercises its legal options to collect past-due bills.
The level of education required for billing clerks varies by employer, but the minimum requirement is usually a high school diploma or equivalent.