Accounts Receivable Specialist

Position Summary
The Accounts Receivable (AR) Specialist is key in managing the firm’s billing, collections, and reconciliation processes using Practice CS for billing and Aiwyn for payment reconciliation. This role ensures timely invoicing, accurate payment application, and efficient accounts receivable management. The AR Specialist is responsible for daily cash application, weekly reconciliations, bi-weekly reporting, and monthly billing cycles, maintaining accurate records, and proactively resolving discrepancies. The ideal candidate will have strong analytical skills, keen attention to detail, excellent communication abilities, and the capacity to work collaboratively across departments.

Responsibilities
Daily Tasks:

• Cash Application: Process cash, check, ACH, and credit card deposits accurately in Practice CS.
• Collections Review & Follow-Up: Monitor outstanding accounts and follow up with clients on overdue balances.
• Accounts Receivable Inbox: Manage AR-related emails and respond promptly to internal and external inquiries.
• Daily Time Entry: Accurately record daily activities and transactions.
• New Client Setup: Complete client setup in PCS, Egnyte, and Engagement systems.
• New Project Setup: Ensure accurate project setup in systems and align records with client agreements.

Weekly Tasks:

• AR Reconciliation: Perform PCS/Aiwyn posting clean-up and ensure records are accurate.
• Backup Documentation: Pull weekly backup documents for AR transactions.
• ACH Bank Reports: Review and reconcile ACH bank reports.
• Billing & Collections Meetings: Participate in weekly billing and collection meetings to discuss account statuses.
• Client Revisions: Update revisions in PCS, Engagement, and CRM systems, logging changes accurately.
• Project Revisions: Review and adjust project records as needed.
• Old Money Collected Spreadsheet: Update records to track outstanding collected funds.
• CRM New Client Checklist: Ensure client onboarding is completed and verified.

Bi-Weekly Tasks:

• AR Aging Report: Review and clean up 121 invoice reports and send updates to partners.

Monthly Tasks:

• Billing: Review Monthly/Period FPA's and assess technical fees.
• Month-End Billing: Print and mail monthly invoices.
• BSC Updates: Attend BSC meetings and update Admin and Personal BSC goals.

Essential Functions of the Position
Qualities:

• Time Management: Ability to meet daily, weekly, and monthly deadlines efficiently.
• Exceptional Organization Skills: Maintain accurate financial records and documentation.
• Attention to Detail: Ensure accuracy in billing, reconciliation, and reporting.
• Critical Thinking: Proactively identify and resolve billing discrepancies.
• Strong Communication Skills: Collaborate effectively with internal teams and external clients.
• Professional Demeanor: Represent the firm positively in all interactions.
• Collaboration: Work cohesively with finance, operations, and client services teams.
• Proactive Problem-Solver: Address challenges independently and escalate when necessary.

Technical Skills:

• Proficiency in Practice CS billing software.
• Experience with Aiwyn payment reconciliation platform.
• Intermediate proficiency in Microsoft Excel (VLookups, Pivot Tables) and Word.
• Familiarity with AR aging reports and financial reconciliation processes.
• Ability to integrate Salesforce data with ERP systems.

Client Service:

• Proactively communicate with clients and internal teams on AR-related matters.
• Deliver exceptional customer service and address billing inquiries promptly.
• Maintain confidentiality and accuracy of all financial records.
• Build positive relationships with clients and resolve account concerns efficiently.

Preferred Attributes:

• Bachelor's Degree in Accounting, Finance, or related field (equivalent experience considered).
• 5 years of experience in AR, billing, or finance roles.
• Strong analytical and problem-solving skills.
• Ability to work independently while managing multiple tasks.
• Excellent written and verbal communication skills.
• Strong interpersonal skills for cross-departmental collaboration.
• Ability to perform effectively in a fast-paced, deadline-driven environment.
• Must be legally authorized to work in the United States full-time.
• Flexibility to work occasional overtime when required.

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