Part-Time Billing & Client Service Coordinator

Traphagen Financial Group; Oradell (NJ); Hybrid; USD 28,000 - 34,000; Part time

Job summary

Traphagen Financial Group in New Jersey is seeking a Part-Time Billing & Client Services Coordinator to support the Client Services Manager with routine client billing, accounts receivable, accounts payable, timekeeping, client maintenance, and maintenance in the firm’s practice management system.

The ideal candidate is organized, detail-oriented, dependable, flexible, and comfortable working in a professional office environment. This is a part-time position, approximately 20–25 hours per week.

Qualifications

• High school diploma or equivalent required; associate degree or relevant college coursework preferred.
• 1–3 years of administrative, accounting, billing, accounts receivable, accounts payable, or professional-services office experience preferred.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to prioritize and manage multiple responsibilities.
• Ability to learn new systems and processes quickly.
• Ability to work independently and as part of a team.

Responsibilities

• Assist the Client Services Manager with routine monthly and quarterly client billing.
• Assist with engagement letter and retainer billing.
• Prepare and process detail billing as directed.
• Assist with Lacerte billing, including entering expenses and clearing work in process.
• Assist with 1099 and W-2 billing.
• Enter and update billing information in the firm’s practice management system.
• Assist with billing adjustments, transfers, and corrections.
• Monitor routine billing items and follow up as directed.
• Maintain accurate client and billing records.
• Add, remove, and update client information in the practice management system.
• Review timesheets for completeness and follow up on missing information.
• Assist with monitoring work in process.
• Enter routine adjustments and transfers as directed.
• Maintain accurate client and staff records.
• Provide general administrative support related to the firm’s practice management system.
• Process and apply checks, credit card payments, and ACH payments in the practice management system.
• Process credit card payments through the firm’s payment processing system.
• Prepare deposits and assist with routine banking transactions.
• Assist with issuing client statements.
• Assist with monitoring outstanding accounts receivable.
• Follow up on routine past-due invoices as directed by the Client Services Manager.
• Assist with payment plans and other collection-related administrative tasks.
• Maintain accurate payment and account records.
• Assist with entering and processing bills for payment.
• Review invoices for accuracy and proper coding.
• Assist with splitting and allocating invoices between departments or entities.
• Assist with preparing checks and ACH payments.
• Assist with maintaining Positive Pay records.
• Assist with monthly bank reconciliation.
• Track employee commissions and other assigned payments.
• Assist with monitoring recurring payments and due dates.
• Maintain organized accounts payable documentation.
• Provide administrative coverage throughout the office as needed.
• Provide reception coverage, including answering and directing telephone calls and greeting clients and visitors.
• Assist with scanning, copying, filing, mailing, and document organization.
• Assist with incoming and outgoing mail and deliveries.
• Perform other administrative duties as assigned.

Skills

Attention to detail

Communication skills

Multitasking

Learning new systems

Teamwork

Education

High school diploma or equivalent

Associate degree preferred

Job description

Summary

The Part-Time Billing & Client Services Coordinator provides billing and operational support to the Client Services Manager and assists with the day-to-day administrative needs of the firm. This position will primarily assist with routine client billing, accounts receivable, accounts payable, timekeeping, client maintenance, and other administrative tasks within the firm’s practice management system.

The ideal candidate is organized, detail-oriented, dependable, flexible, and comfortable working in a professional office environment.

This is a part-time position, approximately 20–25 hours per week.

• Assist the Client Services Manager with routine monthly and quarterly client billing.


• Assist with engagement letter and retainer billing.


• Prepare and process detail billing as directed.


• Assist with Lacerte billing, including entering expenses and clearing work in process.


• Assist with 1099 and W-2 billing.


• Enter and update billing information in the firm’s practice management system.


• Assist with billing adjustments, transfers, and corrections.


• Monitor routine billing items and follow up as directed.


• Maintain accurate client and billing records.

Practice Management System Support

• Add, remove, and update client information.


• Assist with maintaining staff information and billing rates.


• Review timesheets for completeness and follow up on missing information.


• Assist with monitoring work in process.


• Enter routine adjustments and transfers as directed.


• Assist with maintaining accurate client and staff records.


• Provide general administrative support related to the firm’s practice management system.

Accounts Receivable Support

• Process and apply checks, credit card payments, and ACH payments in the practice management system.


• Process credit card payments through the firm’s payment processing system.


• Prepare deposits and assist with routine banking transactions.


• Assist with issuing client statements.


• Assist with monitoring outstanding accounts receivable.


• Follow up on routine past-due invoices as directed by the Client Services Manager.


• Assist with payment plans and other collection-related administrative tasks.


• Maintain accurate payment and account records.

Accounts Payable Support

• Assist with entering and processing bills for payment.


• Review invoices for accuracy and proper coding.


• Assist with splitting and allocating invoices between departments or entities.


• Assist with preparing checks and ACH payments.


• Assist with maintaining Positive Pay records.


• Assist with monthly bank reconciliation.


• Track employee commissions and other assigned payments.


• Assist with monitoring recurring payments and due dates.


• Maintain organized accounts payable documentation.

Administrative Support

• Provide administrative coverage throughout the office as needed.


• Provide reception coverage, including answering and directing telephone calls and greeting clients and visitors.


• Assist with scanning, copying, filing, mailing, and document organization.


• Assist with incoming and outgoing mail and deliveries.


• Perform other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; associate degree or relevant college coursework preferred.


• 1–3 years of administrative, accounting, billing, accounts receivable, accounts payable, or professional-services office experience preferred.


• Excellent attention to detail and accuracy.


• Strong written and verbal communication skills.


• Ability to prioritize and manage multiple responsibilities.


• Ability to learn new systems and processes quickly.


• Ability to work independently and as part of a team.

$20-$25 / hour

Experience

1–3 years of administrative, accounting, billing, accounts receivable, accounts payable, or professional-services office experience preferred.