Position Summary

The Billing Clerk is responsible for executing the day-to-day billing and accounts payable functions with accuracy, timeliness, and complete documentation. This role processes 35–45 bills per month across multiple contract platforms, manages job setup in SAGE 50, maintains billing logs, prepares lien waivers, and supports monthly billing cycles. The Billing Clerk directly relieves the Accounting Manager of high-volume transactional work, enabling senior staff to focus on financial oversight, compliance, and reporting.

### Key Responsibilities

• Process 35–45 client bills per billing cycle (twice monthly) in compliance with individual contract requirements

• Review contracts prior to billing to confirm billing terms, retention rates, and approved line items

• Create and configure new jobs in SAGE 50 based on reviewed contract terms

• Build and maintain corresponding billing spreadsheets aligned to SAGE job records

• Receive, code, and track vendor and subcontractor invoices in SAGE 50

• Prepare and manage lien waivers for subcontractors in conjunction with payment processing

• Escalate payment disputes or unresolved invoice discrepancies to the Accounting Manager promptly

• Maintain the billing log with current status on all 35–45 active monthly bills throughout the billing cycle

• Support Accounting Manager with documentation requests during month-end close, external reviews, or audits

• Proactively communicate cycle status, volume, and known delays on a scheduled basis

### Qualifications

Education

Associate degree in Accounting, Business Administration, or a related field preferred

High school diploma or equivalent required; relevant experience may substitute for degree

Experience

Minimum 2 years of billing, accounts payable, or accounting support experience required

Experience in construction, contractor, or project-based billing strongly preferred

Familiarity with contract billing platforms (Textura, Procore, or similar) preferred

Experience with SAGE 50 or comparable accounting software preferred

Knowledge & Skills

Proficiency in Microsoft Excel, including data entry, formatting, and formula-based tracking

Understanding of basic accounts payable and accounts receivable workflows

Ability to read and interpret contract billing terms, retention clauses, and payment schedules

Strong attention to detail and accuracy in high-volume, deadline-driven environments

Organized, self-managing work style with ability to maintain multiple billing cycles simultaneously

Clear written and verbal communication; able to coordinate with project managers and vendors

Billing Clerk

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