Description

Billing Clerk and Accounts Receivable Specialist

• Department: Corp. Overhead
• Reports to: President/CEO
• Position Type: Full-Time, Monday – Friday 
• Location: Tallahassee, FL (In-Office) OR Fully Remote 
• Job Level: Mid-level 
• FLSA Status: Non-Exempt / Exempt (Depending on final structural classification)

Overview & Overall Responsibility

We are seeking a highly organized, detail-oriented, and proactive Billing Clerk and Accounts Receivable Specialist to join our team. In this mid-level role, you will take full ownership of our daily billing operations and stay actively on top of our Accounts Receivable (AR) and Accounts Payable (AP) pipelines. You will work closely with the CEO and HR Manager to maintain smooth financial operations, ensure accurate transaction tracking, and keep our cash flow moving efficiently. The ideal candidate thrives in a small-business environment, possesses excellent communication skills for collections, and loves keeping books meticulously organized. 

Essential Duties and Responsibilities

Billing & Accounts Receivable (Primary Focus)

• Invoicing: Oversee and execute the complete billing process, ensuring customers are invoiced accurately and promptly. 
• Collections: Monitor AR reports and proactively follow up on overdue accounts with professional, courteous communication to ensure timely payments.
• Payment Processing: Securely process incoming client payments and accurately apply them to customer accounts.

Accounts Payable & Daily Bookkeeping

• AP Management: Manage the full accounts payable process, ensuring vendor invoices are verified, coded, and scheduled for timely payment. 
• Expense Coding: Perform daily expense coding and basic bank reconciliations to maintain 100% accuracy in the General Ledger. 
• Credit Cards: Manage employee credit cards and expense management systems and handle corporate credit card reconciliations. 

Coordination & Payroll Support

• Payroll Partnership: Partner with the HR Manager to ensure payroll is funded and recorded accurately in the system. 
• CPA Alignment: Organize and provide clean financial records to our external CPA for month-end review, year-end tax preparation, and audits. 

Qualifications

Experience & Education

• Experience: 2–4 years of dedicated experience in billing, accounts receivable, or full-charge bookkeeping in a small-to-midsize business environment. 
• Education: Associate’s or Bachelor’s degree in Accounting, Finance, or Business Administration preferred (but equivalent hands-on experience is highly valued). 

Technical Skills

• Software: Strong proficiency in QuickBooks Online or is required. 
• Excel Skills: Comfortable navigating spreadsheet tools (VLOOKUPs, data sorting, and formatting). 
• Tech Comfort: Comfortable working within an Apple/Mac ecosystem, Google Suite (Docs, Sheets), and navigating web-based software. 

Professional Mindset

• The "Small Business Mindset": You enjoy wearing a few different hats, can work independently as the primary day-to-day numbers person, and take pride in keeping the books spotless. 
• Communication: Excellent written and verbal communication skills, especially when handling sensitive customer payment discussions. 

Work Environment & Schedule

• Schedule: Standard full-time hours, Monday through Friday. Shift options may vary based on mutual agreement (e.g., 7:00–4:00, 7:30–4:30, or 8:00–5:00). 
• Location:
  
  • Local candidates in the Tallahassee, FL area will work out of our professional office environment. 
  • Qualified candidates outside the area have the option for a fully remote arrangement. 

Physical Demands

• Position functions are primarily sedentary, involving extended periods of sitting, typing, and reviewing digital documentation. 
• Ability to lift up to 15–20 lbs. occasionally (standard office files/supplies).

Compensation & Benefits

• Salary Range: $50,000 - $65,000 annually (commensurate with experience). 
• Health & Wellness: Eligible to participate in our comprehensive benefits plan, including medical, dental, vision, and disability coverage. 
• Life Insurance: 100% company-paid life insurance policy in the amount of $25,000. 
• Retirement: 401(k) plan with up to a 3% company match to help you save for the future.