How to hire a billing administrator

How to hire a billing administrator, step by step

Here's a step-by-step billing administrator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a billing administrator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new billing administrator
• Step 8: Go through the hiring process checklist

What does a billing administrator do?

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1. Identify your hiring needs

   The billing administrator hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a billing administrator to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a billing administrator that fits the bill.

   The following list breaks down different types of billing administrators and their corresponding salaries.

   Type of Billing Administrator	Description	Hourly rate
   Billing Administrator	Financial clerks do administrative work for many types of organizations. They keep records, help customers, and carry out financial transactions.	$14-24
   Account Representative	Account representatives are employees who manage client accounts and act as the main contact of the clients they are handling. They maintain existing accounts by updating client details regularly... Show more	$12-24
   Customer Service And Billing	A customer service and billing worker primarily assists customers when it comes to billing matters. They answer calls or correspondence from customers to identify their needs, respond to inquiries, discuss product or service specifications, manage billing arrangements, provide price quotes, and offer other services... Show more	$12-19

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Patients
   • Billing Issues
   • Financial Reports
   • Billing System
   • Medical Billing
   • Medicaid
   • Client Billing
   • CPT
   • Accounts Receivables
   • Billing Process
   • Patient Accounts
   • Customer Accounts
   • Medical Claims

   Check all skills

   Responsibilities:

   • Manage facility procedures relate to insurance and billing and solve patients' queries regarding their insurance renewal and expiry.
   • Perform coding of inpatient/outpatient office, endoscopy, & pathology services and ensure proper assignment of ICD-9 and CPT codes.
   • Experience with CMS FISS systems.
   • Coordinate HCPC and ICD-9 codes for billing.
   • Reconcile JDE invoicing reports to CMS invoicing reports.
   • Implement corporate or departmental policies, HIPAA compliance, and service standards in conjunction with clinical and billing.

   More billing administrator duties

3. Make a budget

   Including a salary range in the billing administrator job description is a good way to get more applicants. A billing administrator salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for a billing administrator in South Carolina may be lower than in New Jersey, and an entry-level engineer typically earns less than a senior-level billing administrator. Additionally, a billing administrator with lots of experience in the field may command a higher salary as a result.

   Average billing administrator salary

   $39,442yearly

   $18.96 hourly rate

   ---

   Entry-level billing administrator salary

   $30,000 yearly salary

   Updated January 14, 2026

   Average billing administrator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	District of Columbia	$55,809	$27
   2	New Jersey	$52,897	$25
   3	Massachusetts	$51,251	$25
   4	Maryland	$48,841	$23
   5	New York	$48,709	$23
   6	California	$47,525	$23
   7	Rhode Island	$46,000	$22
   8	Connecticut	$45,926	$22
   9	Colorado	$43,878	$21
   10	Hawaii	$43,689	$21
   11	Nevada	$42,214	$20
   12	Pennsylvania	$41,968	$20
   13	Florida	$41,571	$20
   14	Illinois	$40,960	$20
   15	Wyoming	$40,037	$19
   16	North Dakota	$39,406	$19
   17	West Virginia	$37,730	$18
   18	Utah	$37,566	$18
   19	Ohio	$37,494	$18
   20	Texas	$36,579	$18

   Average billing administrator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Buckley King	$97,941	$47.09
   2	Wilson Elser Moskowitz Edelman & Dicker Llp	$60,127	$28.91	6
   3	Mayer Brown	$47,351	$22.76	3
   4	Traylor Bros	$45,156	$21.71
   5	HealthTrust	$42,683	$20.52
   6	Lee Hecht Harrison	$42,587	$20.47	7
   7	Reinforced Earth	$41,206	$19.81
   8	Kforce	$41,160	$19.79	32
   9	Safway Group Holding LLC	$40,938	$19.68	2
   10	Project Home, Inc.	$40,828	$19.63
   11	Texas Disposal Systems	$40,617	$19.53	1
   12	System One	$40,409	$19.43	43
   13	Beth Israel Lahey Health	$40,317	$19.38	26
   14	Lowers Risk Group	$40,291	$19.37
   15	Fisher Associates	$40,183	$19.32
   16	Amphenol	$40,152	$19.30	4
   17	Sonepar USA	$39,611	$19.04	11
   18	Robert Half	$39,606	$19.04	423
   19	Honda	$39,463	$18.97
   20	The Freeman Company LLC	$38,668	$18.59	1

4. Writing a billing administrator job description

   A billing administrator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of a billing administrator job description:

   Billing administrator job description example

   Colliers Engineering & Design is seeking a Billing Administrator to join our team! The Billing Administrator will work closely with project managers to ensure our clients are invoiced accurately and in a timely manner. The role includes, but is not limited to, entering and reviewing new projects into our accounting software including confirming that the project setup will meet client invoicing requirements, preparing invoices and submitting to the client, and producing reports as requested.
   Responsibilities • Setup new projects and tasks in our accounting software
   • Verify the setup of the project in the accounting software is in compliance by reviewing the contract/proposal
   • Prepare draft invoices for Project Managers and collaborate with them to make required changes using our accounting software
   • Monitor/Match expenses charged to projects with the labor charges
   • Finalize and submit invoices to clients which includes preparing additional spreadsheets and/or assembling expense backup
   • Prepare requested reports for Project Managers to help them manage the financial health of their projects
   • Assist the collections department and project managers as needed to revise invoices or provide additional information to clients as needed for payment
   • Digital filing of invoices and backup
   • Perform other accounting tasks as needed Qualifications • Proficiency with Microsoft Office Suite required with strong skills in Excel
   • Excellent time management skills with the ability to work under pressure and within deadlines
   • Very strong attention to detail
   • Strong organizational skills
   • Professionalism and effective communication skills
   • Strong interpersonal skills and the ability to work well as part of a team
   • Ability to work overtime when required What We Offer At Colliers Engineering & Design, our people are our most important resource. That's why we are committed to providing all our employees with a safe, comfortable work environment, potential for career advancement, and the ability to impact society through their projects as well as Company sponsored activities. This dedication begins with supporting a work life balance through a generous compensation package that includes: company paid medical, dental, and vision coverage; paid pregnancy disability leave; short- and long-term disability insurance; life insurance; a company-matched 401(k)/Roth; paid time off that includes parental and military leave; employee referral and professional license bonuses and a straight time policy that compensates exempt employees for billable hours worked in excess of 40 billable hours within a work week. We have also created an internal culture that provides the resources and technology needed to encourage personal and professional growth opportunities through reimbursement for education; a free in-house resource for hundreds of educational and self-enrichment courses; mentorship program; wellness program; Women's Organization and ongoing philanthropic opportunities. Apply today to learn how you can join our team of professionals, so we can help you Accelerate Your Success!

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right billing administrator for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your billing administrator job on Zippia to find and attract quality billing administrator candidates.
   • Use niche websites such as efinancialcareers, financialjobsweb.com, careerbank, financial job bank.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with billing administrator candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new billing administrator

   Once you've selected the best billing administrator candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   Once that's done, you can draft an onboarding schedule for the new billing administrator. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a billing administrator?