Accounting And Ar Specialist (Bilingual English/Spanish)

Overview Billing and AR Specialist (Bilingual Spanish/English) This role maintains the billing, contracts, accounts receivable (AR), and payment tracking systems that support the firm. The successful candidate ensures accuracy, timeliness, and consistency of financial data across systems so the legal team can work efficiently, clients stay informed, and the business runs smoothly. 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 Reporting Prepare and report weekly internal billing and AR summaries for leadership, including: total payments received, outstanding AR and aging overview, status of follow-ups, and audit-ready billing records 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 The mission of The Immigration Force PLLC is to give each client the best odds to win their immigration case. We believe strong legal work and a healthy team culture can coexist. We value professionalism, accountability, continuous improvement, and meaningful advocacy. Though our team works remotely, we operate collaboratively and support one another in building a practice designed for long-term growth and impact. #J-18808-Ljbffr The Immigration Force PLLC