Accounting And Ar Specialist Bilingual EnglishSpanish

Billing and AR Specialist (Bilingual Spanish/English) 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! While this role oversees accounts receivable performance and identifies overdue balances, the direct follow-up with clients is executed by the Administrative Assistant. As such, this role requires strong internal coordination, clear communication, and consistent tracking to ensure that all AR activity is properly delegated, monitored, and resolved. Success in this position means that no payment goes untracked, no discrepancy goes unnoticed, and leadership always has a clear, reliable picture of the firm’s financial position. Responsibilities: 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 (Ownership + Coordination) • Run weekly AR aging reports and identify overdue or at-risk accounts • Maintain a master AR tracker with status updates for each client account • 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 • 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: This role is best suited for someone who enjoys working with numbers, systems, and accuracy more than social interaction or multitasking across unrelated tasks. Core Competencies & Work Style • Highly detail-oriented with the ability to spot discrepancies and inconsistencies quickly • Strong sense of ownership over financial data, accuracy, and follow-through • Comfortable working independently with minimal supervision • Organized and systems-driven; naturally maintains clean and structured records • Able to prioritize tasks and manage recurring deadlines without constant reminders • Proactive communicator who follows up internally to ensure tasks are completed (especially with the Administrative Assistant) Technical Skills & Experience • Prior experience in billing, accounts receivable, bookkeeping, or financial operations • Experience working with QuickBooks (required) • Comfortable using Excel and/or Google Sheets for tracking, reporting, and reconciliation • Experience working with payment platforms (e.g., LawPay, Zelle, Stripe, or similar) preferred • Ability to reconcile data across multiple systems and identify discrepancies Financial & Operational Awareness • Understands how billing, collections, and accounts receivable impact cash flow • Comfortable tracking payment plans, overdue balances, and financial activity across multiple clients • Able to maintain accurate, real-time financial data—not just prepare reports at the end of the week • Understands the importance of providing clean, reliable data to the CPA and the bookkeeper Communication & Coordination • Able to clearly assign, track, and follow up on AR tasks delegated to the Administrative Assistant • Communicates effectively with leadership regarding financial status, risks, and discrepancies • Comfortable requesting missing information or clarification from internal team members • Must be able to communicate fluently in English and Spanish Standards & Expectations • Able to maintain accurate financial records with minimal errors • No payment remains unapplied beyond 48 hours • Maintains audit-ready records at all times • Able to answer, at any given moment, how much has been collected, what is outstanding, and which accounts require action Additional Requirements • Must be based in the United States • Must be eligible to work in the U.S. and pass a background check Compensation: $22 - $24 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 (Ownership + Coordination) • Run weekly AR aging reports and identify overdue or at-risk accounts • Maintain a master AR tracker with status updates for each client account • 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 • 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