Job Description |
Business Title: Invoicing Clerk | Department or Business Unit: Training | Supervisory Responsibilities: N/A |
Reports to: Invoicing Manager | Full Time / Part Time: Full Time |
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Purpose / Summary: | The role of the Invoicing Clerk compiles data and prepares invoices and bills by performing the following duties. |
Key Responsibilities:
| - Gathers information and prepares job billing invoices to customers. Ensures the accuracy of the invoice and that it meets customer’s specifications.
- Verifies that the cost transactions are keyed in properly to ensure proper general ledger reporting.
- Verify computerized Job setup, cost codes are consistent with company directives and procedure.
- Prepares credit memorandums according to company credit policy.
- Prepare monthly accrual for unbilled services for proper monthly revenue / cost reporting.
- Performs monthly closings duties including but not limited to reconciling sub ledgers to general ledger, preparing lead sheets, and verifying month end balances.
- Performs filing, copying and scanning of accounts receivable / customer information.
- “Keying in” scanned invoices in to electronic filing system.
- Prepares outgoing mail.
- Conforms with and abide by all regulations, policies, work procedures, and instructions and directives.
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Key Competencies:
| Competencies To perform the job successfully, an individual should demonstrate the following competencies: - Customer Service – Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments
- Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions
- Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information
- Teamwork – Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed
- Diversity – Promotes a harassment-free environment
- Ethics – Treats people with respect; Works with integrity and ethically; Upholds organizational values
- Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time
- Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently
- Professionalism – Approaches others in a tactful manner; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions
- Safety and Security – Observes safety and security procedures; Reports potentially unsafe conditions
- Attendance/Punctuality – Consistently at work and on time
- Innovation – Displays original thinking and creativity; Generates suggestions for improving work
- Software – Shown experience with Microsoft Office Suite of products is essential for success
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Language Skills | Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; Ability to write routine reports and correspondence; Ability to speak effectively before groups of people |
Other Skills and Abilities | Microsoft Excel, Word, PowerPoint, Outlook, SharePoint |
Physical Demands | Regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms and talk or hear; Frequently required to walk; Occasionally required to sit and stoop, kneel or crouch; Frequently lift and/or move up to 10 pounds; Specific vision abilities include close vision, distance, color, peripheral, depth and the ability to adjust focus |
Work Environment | The noise level is usually moderate |