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.

• 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, Quick Books, 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…