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Accounting Ar Specialist

The Immigration Force PLLC

New York, New York, United States

New York, New York, United States

Über

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
Reporting
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
Weekly Leadership Summaries
Total payments received (weekly/month-to-date)
Outstanding AR and aging overview
Status of follow-ups assigned to the Administrative Assistant
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
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 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
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
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New York, New York, United States

Sprachkenntnisse

English

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