Admin Billing Clerk

Overview

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, mail, contracts, 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!

• Billing and Financial Tracking
  • Maintain accurate client account statements
  • Apply payments and update client ledgers
  • Log and process refunds, payment adjustments, and disputes
  • Track payment plans and update system records accordingly
  • Follow up on late or missing payments
  • Apply late fees to overdue balances as directed
  • Notify the legal team when clients fall behind on payments
  • Prepare financial summaries for review by leadership
  • Track time entries from staff and calculate the internal cost per case
  • Coordinate with the CPA and bookkeeper to ensure financial records match
  • Use Quick Books to track payments and assist with reconciliations
  • Prepare and deliver weekly billing and collections reports to Management
• Mail Handling and Packet Logistics
  • Pick up, sort, and scan mail two to three times per week
  • Maintain a tracking log of all incoming and outgoing mail with dates and delivery confirmations
  • Upload scanned mail to the correct client case file
  • Notify the legal team of important or urgent mail items
  • Drop off documents to the court or government agencies as needed
  • Print, assemble, and prepare legal packets for shipping
  • Create shipping labels and confirm delivery of all outgoing packets
  • Follow through with every mailed packet, confirm delivery, and update the client’s file
  • Notify the appropriate team if a packet is lost or delayed
  • Maintain secure storage for sensitive physical mail
  • Archive paper files in the office storage at the end of each month
• Administrative Support and Process Improvement
  • Perform periodic audits of invoicing and mail logs to ensure nothing has been missed
  • Document step-by-step procedures in a Billing & Mail Operations Manual to make the system repeatable
  • Identify and improve inefficient workflows
  • Document clear SOPs for other recurring admin and billing tasks
  • Provide light admin support for other operations tasks as needed

• Comfortable working independently with minimal supervision
• Enjoys numbers, systems, and tracking data more than small talk
• Prefers focused, solo work over fast-paced multitasking or social distractions
• Finds satisfaction in accuracy, structure, and process improvement
• Comfortable meeting with leadership once a week to deliver updates and reports
• Prior experience in billing, bookkeeping, and/or office administration
• Strong attention to detail and ability to spot errors before others do
• Experience using Quick Books, Excel, and/or Google Sheets for financial tracking
• Reliable transportation for office errands and daily mail pick-up (mileage reimbursed at IRS standard rate)
• Must be eligible to work in the United States and pass a background check
• Compensation: $20 - $24 hourly