Summary/Objective
The Accounting & Contract Clerk provides essential support to the Finance and Technical Services departments by maintaining accurate financial records, tracking all pending client contracts, and ensuring correct billing for new services and data circuits. This role plays a critical part in bridging accounting processes with operational workflows to ensure timely billing, accurate documentation, and oversight of service-related financial activity.

Essential Functions

Contract & Service Tracking Responsibilities

• Maintain and continuously update the Pending Contracts Tracking Log to ensure all new, renewed, or amended service agreements are properly recorded and monitored through completion.
• Update and maintain the Data Circuit Orders spreadsheet as new circuits/sites are installed, ensuring accuracy of site details, installation dates, circuit numbers, and vendor information.
• Review all weekly service turn-ups (servers, firewalls, circuits, managed services, hosted services, user changes, etc.) to confirm proper billing setup and ensure no services are missed or incorrectly billed.
• Coordinate with Finance, Technical Services, and Billing teams to research discrepancies and resolve missing, delayed, or incorrect billing setups.
• Serve as the secondary reviewer for contract-related billing items, acting as an additional set of eyes to reduce errors and prevent revenue leakage. 

Accounting & Clerical Responsibilities

• Perform accounting and clerical functions to support supervisors.
• Input checks, bills, credit card charges, and other records into the accounting system as needed.
• Maintain expense reports and receipt records.
• Record and file all paid invoices.

Reporting & Communication

• Provide weekly updates to Finance and Technical Services leadership regarding pending contract status, circuit installation progress, and billing exceptions.
• Escalate unresolved billing discrepancies or contract-related issues in a timely manner.
• Collaborate cross-departmentally to improve tracking processes and drive accuracy.

Competencies

1. Financial Management.
2. Collaboration Skills.
3. Ethical Conduct.
4. Thoroughness
5. Judgement Skills.

Supervisory Responsibility

This position has no direct supervisory responsibility.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones and copy machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit for long periods of time; use hands to type, handle or feel; and reach with hands and arms. The employee is occasionally required to stoop or kneel. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and ability to adjust focus.

Position Type and Expected Hours of Work

This is a full-time position. Days of work are Monday through Friday. Hours of work are 8:00 a.m. to 5:00 p.m.

Travel

No travel is expected for this position.

Required Education and Experience

1. Bachelor’s degree in accounting related field and 2 years of accounting experience.
2. Strong attention to detail and high level of accuracy in data entry and document handling.
3. Strong organizational and time-management skills.
4. Good communication and interpersonal skills.

Preferred Education and Experience

1. Bachelor’s degree in accounting related field.
2. Three or more years of accounting experience.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.