Accounts Receivable Clerk / Assistant Bookkeeper

Essential Duties and Responsibilities

1. Accounts Receivable – Law Firm

• Prepare, issue, and revise client invoices in accordance with attorney billing instructions and engagement agreements.
• Record client payments (checks, ACH, credit card, online payments) in the accounting/billing system and apply them to the correct matters.
• Maintain accurate client and matter accounts, including updating addresses, billing contacts, and payment terms.
• Monitor A/R aging reports and follow up on past-due accounts via phone, email, and written notices while maintaining professional client relationships.
• Research and resolve payment discrepancies, short pays, and misapplied funds, escalating issues to the Firm Administrator or responsible attorney as needed.
• Document all collection efforts and communications in the firm’s system.
• Assist with developing and applying consistent billing and collections practices, including late-fee policies and payment plans where appropriate.

2. Assistant Bookkeeper – General Accounting Support

• Enter and code routine financial transactions (receipts, disbursements, journal entries) in the firm’s accounting software, following established chart-of-accounts and procedures.
• Assist with accounts payable as needed, including entering vendor invoices, preparing payment batches, and maintaining vendor files.
• Perform regular bank and credit-card reconciliations to ensure that internal records match statements and resolve discrepancies.
• Help maintain the general ledger by posting approved entries and assisting with month-end and year-end closing processes.
• Organize and maintain electronic and paper financial records (invoices, receipts, deposit records, reconciliations) in an orderly, audit-ready fashion.
• Assist in preparing standard financial and A/R reports for firm management (aging, cash-receipts, write-offs, and other requested reports).

3. Law-Firm Specific and Compliance

• Follow the firm’s written procedures for handling retainers, trust funds, and client-cost reimbursements; promptly flag any trust-account items for review by the responsible attorney or bookkeeper.
• Protect the confidentiality of client and firm financial information and comply with all firm policies regarding data security and privacy.
• Assist with gathering documentation for the firm’s CPA, auditors, or banks, including copies of reconciliations, reports, and supporting records.
• Participate in periodic process-improvement efforts for billing and collections to improve accuracy, efficiency, and cash flow.

Qualifications

Education and Experience

• High school diploma or equivalent required; associate degree in accounting, business, or related field preferred.
• One to three years of experience in accounts receivable, bookkeeping, or general accounting; law-firm or professional-services experience strongly preferred.

Knowledge, Skills, and Abilities

• Basic understanding of accounting and bookkeeping principles, including debits/credits, reconciliations, and aging.
• Proficiency with accounting or legal-billing software (Tabs3 a bonus) and Microsoft Excel/Word.
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Clear, professional communication skills for working with attorneys, staff, vendors, and clients, including sometimes difficult collection conversations.
• Ability to prioritize, meet deadlines, and manage multiple billing cycles and tasks in a small-firm environment.
• High level of discretion and judgment in handling confidential financial and client information.

Working Conditions and Schedule

• On-site position in a professional office environment, using standard office equipment and software.
• Part-time schedule (e.g., 20 hours per week), with occasional additional hours during peak billing or year-end periods.