How to Be Clerical Billing Clerk - Job Description, Skills, and Interview Questions

Nov 22, 2020 / 5 Minutes Read / By Albert

How to Become

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The lack of an efficient clerical billing clerk can cause a negative impact on an organization's financial performance. Without an experienced and organized billing clerk, important invoices may not be sent out in a timely fashion, causing customers to be frustrated and delaying payment. This can lead to a decrease in cash flow and an increase in accounts receivable, which can affect the organization's operating budget and financial stability. Furthermore, without an accurate system of tracking payments and updating records, the organization may not be able to accurately monitor its accounts receivables, leading to the potential loss of revenue and financial difficulties.

Steps How to Become

Obtain a high school diploma or GED. Most employers require a high school diploma or equivalent to be considered for a clerical billing clerk position.
Consider pursuing a postsecondary certificate or degree in accounting or business administration. Many employers prefer to hire those with education or certifications in accounting, bookkeeping or business administration.
Gain clerical experience. Most employers prefer to hire clerks with at least one year of experience in a clerical role such as customer service, administrative support or data entry.
Learn the software programs used by employers. Many employers use specific software programs such as QuickBooks, Microsoft Dynamics or Peachtree to manage their accounts payable and billing functions. Learn how to use these programs and become familiar with their features and capabilities.
Apply for open positions as a billing clerk or accounts payable clerk. Look for opportunities on job boards, classifieds and through recruitment agencies.
Prepare for the interview and demonstrate your knowledge of the job requirements. Be prepared to answer questions about your experience, knowledge of software programs and customer service skills.
Complete a background check and drug test if required. Many employers require candidates to pass a background check and drug test before hiring them for a clerical billing clerk position.

Maintaining a high level of knowledge and qualifications in the billing clerk field is essential for success. To stay current, it is important to actively pursue training opportunities and stay abreast of changes in industry standards and regulations. Taking classes and seminars at local universities, trade schools, and other educational institutions can help clerks stay informed of the latest industry practices.

subscribing to industry newsletters and magazines can be beneficial in learning about new developments and trends in the field. Developing relationships with other billing clerks is also a great way to stay qualified. Networking with peers and mentors can provide valuable insights on best practices, as well as providing an opportunity for clerks to share experiences and gain valuable knowledge from each other.

You may want to check Clerical Supervisor, Clerical Inventory Clerk, and Clerical Stock Clerk for alternative.

Job Description

Prepare customer invoices and statements for billing purposes.
Review customer accounts for accuracy, calculating and posting appropriate adjustments.
Process customer credit card payments, invoices, statements, and other documents.
Respond to customer inquiries, providing accurate and timely information.
Reconcile customer accounts and resolve discrepancies.
Monitor accounts receivable to ensure timely payments from customers.
Analyze and review monthly financial statements and reports.
Track and update customer account information in the database.
Prepare bank deposits and maintain accurate records of all transactions.
Process and record payment requests, ensuring compliance with company policies.

Skills and Competencies to Have

Knowledge of billing systems and procedures.
Ability to accurately calculate and process payments.
Excellent written and verbal communication skills.
Ability to work independently and prioritize tasks.
Knowledge of relevant computer programs and software, such as Microsoft Office Suite.
Attention to detail and accuracy of data entry.
Problem solving and analytical skills.
Ability to handle confidential information with discretion.
Effective time management skills.
Excellent customer service skills.

Time management is one of the most important skills to have when it comes to being a successful billing clerk. Properly managing time can help ensure that all tasks are completed in a timely manner, which can help reduce errors and delays. Being able to manage multiple tasks simultaneously and prioritize tasks based on importance is also essential to ensure that urgent tasks are completed first and deadlines are met.

Having a good knowledge of billing systems and processes is also important, as this will help clerks understand how their work impacts the overall outcome of the billing process. Furthermore, having excellent communication and customer service skills can help ensure that customer inquiries are handled in a professional and timely manner. All of these skills combined will help ensure that the billing clerk is successful in their role.

Clerical Accounting Clerk, Clerical Order Processor, and Clerical Data Processor are related jobs you may like.

Frequent Interview Questions

What experience do you have with accounting software?
How would you handle a difficult customer when it comes to billing and payment?
Describe a time when you handled a complex billing issue.
What strategies do you use to stay organized when handling multiple billing tasks?
What is your approach to maintaining accurate records of billing information?
How do you handle conflicts between customers and their invoices?
Describe a time when you had to meet tight deadlines for billing.
What steps would you take to ensure invoices are sent out on time?
How do you keep up with changes in regulations related to billing?
What experience do you have with setting up payment plans for customers?

Common Tools in Industry

Microsoft Excel. Spreadsheet software used to organize and analyze data. (Eg: Create financial statements with formulas. )
QuickBooks. Accounting software used to manage finances. (Eg: Record payments, invoices, and payroll. )
Word Processing Software. Software used to create, edit, and format documents. (Eg: Write business correspondence or customer invoices. )
Microsoft Outlook. Email and calendar software used to manage communications. (Eg: Schedule appointments and send emails. )
Adobe Acrobat. Software used to create and modify PDF documents. (Eg: Create a PDF invoice. )
Database Software. Software used to store, organize, and manage data. (Eg: Maintain client information in a database. )

Professional Organizations to Know

American Association of Professional Coders (AAPC)
American Medical Billing Association (AMBA)
Medical Group Management Association (MGMA)
Healthcare Financial Management Association (HFMA)
National Association of Healthcare Access Management (NAHAM)
National Alliance of Medical Auditing Specialists (NAMAS)
National Healthcare Coding and Compliance Association (NHCCA)
Professional Association of Health Care Office Management (PAHCOM)
American Health Information Management Association (AHIMA)
International Association of Medical Billing and Coding (IAMBC)

We also have Clerical Worker, Clerical Scanner, and Clerical Assistant jobs reports.

Common Important Terms

Accounts Receivable. A system of tracking payments owed to a business by its customers.
Invoicing. The process of producing and delivering an invoice to a customer for goods or services provided.
Payment Processing. The process of receiving payments from customers and depositing them into a bank account.
Collections. The process of contacting customers to obtain payments on overdue invoices.
Credit Control. The practice of monitoring and managing a company's accounts receivable to ensure timely payments.
Reconciliation. The process of reviewing transactions and accounting records to ensure accuracy.
Data Entry. The process of entering data into a computer system or database.
Reporting. The process of producing reports based on data held in a computer system or database.

Frequently Asked Questions

What is a Clerical Billing Clerk?

A Clerical Billing Clerk is responsible for carrying out billing and invoicing tasks, such as creating invoices, processing payments, and handling customer inquiries.

What skills are required for the job?

Clerical Billing Clerks should have excellent organizational and communication skills and be proficient in using computers and accounting software. They should also have knowledge of basic accounting principles and practices.

What are the main duties of a Clerical Billing Clerk?

The main duties of a Clerical Billing Clerk include generating invoices, entering data into accounting systems, processing payments, reconciling accounts, maintaining customer records, and communicating with customers about billing inquiries.

What type of education is required for a Clerical Billing Clerk?

Many employers require a high school diploma or equivalent for a Clerical Billing Clerk position. Some may require additional training in accounting or a related field.