Accounts Receivable Clerk

Position Type and Expected Work Hours

This is a full-time position in-office. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m.

Summary/Objective

The Accounts Receivable Clerk is responsible for supporting the daily Accounts Receivable functions of the firm by accurately processing payments, maintaining customer account records, assisting with collections activities, monitoring aging accounts, and supporting financial reporting and reconciliation efforts. This position works closely with the Accounts Receivable Manager, Billing Department, and Collections Team to ensure timely payment application, accurate customer billing, and effective management of outstanding receivables. 

Essential Functions

Accounts Receivable Processing

• Process and post customer payments received via check, ACH, wire transfer, and other payment methods.
• Verify payment accuracy and ensure timely application of payments within CaseAware and QuickBooks.
• Research and resolve unapplied cash, payment discrepancies, and misapplied payments.
• Maintain accurate customer account records, including contact information, billing addresses, and account updates.
• Assist with recording and reconciling daily deposits and ensuring proper transfer to the general ledger.
• Support invoice correction requests and coordinate with billing personnel for resubmissions when necessary.

Collections & Customer Account Management

• Review aging reports and assist with collection efforts on past-due accounts.
• Contact clients regarding outstanding balances through phone calls, emails, and written correspondence.
• Document collection activities and maintain detailed account notes.
• Escalate delinquent accounts and payment concerns to management when appropriate.
• Respond to client inquiries regarding invoices, payments, account balances, and billing discrepancies.

Reconciliation & Reporting

• Assist with monthly accounts receivable reconciliations.
• Research account discrepancies and support resolution efforts.
• Generate recurring reports including aging reports, payment activity reports, and client account status reports.
• Support preparation of reports used to monitor Days Sales Outstanding (DSO) and other A/R performance metrics.
• Maintain accurate supporting documentation for audits and internal reviews.
• Assist in month-end closing activities related to accounts receivable

Administrative & Team Support

• Organize, scan, file, and maintain A/R documentation and records.
• Provide support to the Billing, Collections, and Accounting teams as needed.
• Assist with special projects, process improvement initiatives, and system implementations.
• Maintain confidentiality of financial and client information.
• Perform other duties as assigned.

Required Qualifications

Education

• High School Diploma or GED required.
• Associate degree in Accounting, Finance, Business Administration, or related field preferred.

Experience

• Minimum of two (2) years of accounts receivable, billing, collections, or accounting support experience preferred.
• Experience working with accounting software and financial systems.
• Experience with QuickBooks preferred.
• Experience with CaseAware or legal industry billing systems is a plus.

Knowledge, Skills, and Abilities

• Strong understanding of accounts receivable processes and customer account management.
• Proficiency in Microsoft Office, particularly Excel.
• Strong data entry and reconciliation skills with high attention to detail.
• Ability to analyze account discrepancies and identify solutions.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple priorities while meeting deadlines.
• Ability to work independently and collaboratively in a team environment.
• Professional customer service and conflict resolution skills.
• Ability to maintain confidentiality and exercise sound judgment.