Bilingual Accounts Receivable Clerk

As an Accounts Receivable Clerk, you play a crucial role in managing and tracking incoming payments to ensure our financial records are up-to-date and accurate. You handle invoicing, monitor accounts to identify outstanding debts, and communicate with clients to resolve any payment discrepancies. This person typically works in an office environment, where attention to detail and organization are key to success. You'll also liaise with other departments to gather necessary information and maintain effective communication channels. Your efforts contribute significantly to maintaining healthy cash flow and supporting the financial stability of the organization. This is the kind of job most people don’t notice until it’s not done. And that is exactly why it matters. The systems you maintain (billing, contracts, AR, and payment tracking) are the foundation that holds the entire firm together. When these tasks are handled with precision, the legal team can focus, the clients feel informed, and the business runs smoothly. We need someone who finds satisfaction in knowing everything is where it should be, nothing is late, and every number lines up. If that is you, you will be respected, trusted, and left alone to work your magic. Apply today! Responsibilities: • Handle discrepancies in customer accounts by ensuring timely reconciliation • Manage client communications to ensure overdue accounts are settled promptly • Manage accounts receivable transaction records to support audit and reporting requirements • Work alongside the finance team to optimize accounts receivable workflows and increase productivity • Track payments received and ensure accurate entry into the accounting platform Billing & Financial Tracking (Core Ownership) • Maintain accurate and up-to-date client account statements across all systems • Apply payments and update client ledgers within 24–48 hours of receipt • Process refunds, payment adjustments, and resolve discrepancies • Track all client payment plans and ensure records reflect the current status • Apply late fees to overdue balances in accordance with firm policy • Ensure all financial data is consistent across Docketwise, QuickBooks, and payment platforms • Prepare weekly billing summaries for leadership review Accounts Receivable Oversight • Run weekly AR aging reports and identify overdue or at-risk accounts • Maintain a master AR tracker with status updates for each client account • Directly contact clients via phone, text, or email to follow up on overdue balances and collect payments when appropriate • Assign and communicate follow-up tasks to the Administrative Assistant (bilingual) for client outreach via call, text, or email • Provide the Administrative Assistant with clear instructions, scripts, and priorities for AR follow-up • Monitor completion of follow-ups and ensure timely resolution of outstanding balances • Support and back up the Administrative Assistant in client outreach to ensure no account goes without follow-up • Escalate unresolved or sensitive accounts to leadership as needed • Notify legal and sales teams when client payment status impacts case progression Cash Flow & Financial Visibility • Maintain a rolling 4-week cash flow forecast, updated weekly • Track expected vs. actual collections and flag discrepancies • Identify risks to cash flow based on AR trends and client payment behavior • Maintain an accurate, real-time view of collections and outstanding balances, ensuring all billing data is current and reliable Be able to clearly report at any moment: • Total collected (daily, weekly, monthly) • Outstanding AR and aging • Which clients are current, behind, or at risk Prepare and deliver weekly internal billing and AR summaries for leadership, including: • Total payments received (weekly/month-to-date) • Outstanding AR and aging overview • Status of follow-ups assigned to the Administrative Assistant • Maintain clean, organized, and audit-ready billing records that support accurate financial reporting Payroll Support • Gather payroll-related data (hours, reimbursements, bonuses) and submit to the CEO on schedule Process Management & Continuous Improvement • Conduct periodic audits of billing and AR processes to ensure accuracy • Document step-by-step billing and AR procedures in an internal Operations Manual • Identify inefficiencies and propose improvements for speed, clarity, and accuracy • Ensure workflows between the Billing Clerk and the Administrative Assistant are clear, repeatable, and followed consistently CPA & Bookkeeper Coordination • Ensure the CPA and bookkeeper have complete, accurate, and timely access to all billing and payment data • Reconcile internal billing records with QuickBooks and payment platforms to prevent discrepancies • Proactively identify and resolve inconsistencies before they reach the CPA or bookkeeper • Respond promptly to requests from the CPA/bookkeeper for supporting documentation or clarification • Attend periodic check-ins with CPA/bookkeeper and CEO to ensure alignment across financial systems Data Integrity & Accountability • Ensure no payments remain unapplied beyond 48 hours • Maintain audit-ready records so that any transaction can be easily traced and verified • Act as the first line of defense for billing accuracy, ensuring errors are caught internally before external review • Ensure all invoices, balances, and payment statuses are fully updated and aligned with actual payments at all times Qualifications: • Proven detail-oriented mindset and strong organizational capabilities • Experience of one year in accounts receivable • Competent in Excel and accounting software tools • Must be able to communicate fluently in English and Spanish Compensation: $21 - $23 hourly

• Billing & Financial Tracking (Core Ownership) • Maintain accurate and up-to-date client account statements across all systems • Apply payments and update client ledgers within 24–48 hours of receipt • Process refunds, payment adjustments, and resolve discrepancies • Track all client payment plans and ensure records reflect the current status • Apply late fees to overdue balances in accordance with firm policy • Ensure all financial data is consistent across Docketwise, QuickBooks, and payment platforms • Prepare weekly billing summaries for leadership reviewAccounts Receivable Oversight • Run weekly AR aging reports and identify overdue or at-risk accounts • Maintain a master AR tracker with status updates for each client account • Directly contact clients via phone, text, or email to follow up on overdue balances and collect payments when appropriate • Assign and communicate follow-up tasks to the Administrative Assistant (bilingual) for client outreach via call, text, or email • Provide the Administrative Assistant with clear instructions, scripts, and priorities for AR follow-up • Monitor completion of follow-ups and ensure timely resolution of outstanding balances • Support and back up the Administrative Assistant in client outreach to ensure no account goes without follow-up • Escalate unresolved or sensitive accounts to leadership as needed • Notify legal and sales teams when client payment status impacts case progressionCash Flow & Financial Visibility • Maintain a rolling 4-week cash flow forecast, updated weekly • Track expected vs. actual collections and flag discrepancies • Identify risks to cash flow based on AR trends and client payment behavior • Maintain an accurate, real-time view of collections and outstanding balances, ensuring all billing data is current and reliableBe able to clearly report at any moment: • Total collected (daily, weekly, monthly) • Outstanding AR and aging • Which clients are current, behind, or at riskPrepare and deliver weekly internal billing and AR summaries for leadership, including: • Total payments received (weekly/month-to-date) • Outstanding AR and aging overview • Status of follow-ups assigned to the Administrative Assistant • Maintain clean, organized, and audit-ready billing records that support accurate financial reportingPayroll Support • Gather payroll-related data (hours, reimbursements, bonuses) and submit to the CEO on scheduleProcess Management & Continuous Improvement • Conduct periodic audits of billing and AR processes to ensure accuracy • Document step-by-step billing and AR procedures in an internal Operations Manual • Identify inefficiencies and propose improvements for speed, clarity, and accuracy • Ensure workflows between the Billing Clerk and the Administrative Assistant are clear, repeatable, and followed consistentlyCPA & Bookkeeper Coordination • Ensure the CPA and bookkeeper have complete, accurate, and timely access to all billing and payment data • Reconcile internal billing records with QuickBooks and payment platforms to prevent discrepancies • Proactively identify and resolve inconsistencies before they reach the CPA or bookkeeper • Respond promptly to requests from the CPA/bookkeeper for supporting documentation or clarification • Attend periodic check-ins with CPA/bookkeeper and CEO to ensure alignment across financial systemsData Integrity & Accountability • Ensure no payments remain unapplied beyond 48 hours • Maintain audit-ready records so that any transaction can be easily traced and verified • Act as the first line of defense for billing accuracy, ensuring errors are caught internally before external review • Ensure all invoices, balances, and payment statuses are fully updated and aligned with actual payments at all times