Accounts Receivable Clerk

The Accounts Receivable Clerk is responsible for supporting the Firm's accounts receivable and client billing functions. This position ensures that client accounts are accurately maintained, payments are properly posted, outstanding balances are monitored, and collection activities are handled in a timely and professional manner. This position will routinely provide support for Accounts Payable.

The Accounts Receivable Clerk works closely with billing personnel, Legal Assistants, Attorneys, and the Firm's accounting team to ensure billings and payments are accurate and timely. The position requires a high degree of accuracy, organization, discretion, and professionalism in the execution of the assigned Duties and Responsibilities.

This position is onsite, five days a week, in our Providence Office

Essential Duties and Responsibilities

Accounts Receivable

• Maintain accurate accounts receivable records for Firm clients.
• Post client payments, including checks, ACH payments, credit card payments, and other forms of payment.
• Apply payments accurately to the appropriate client/matter and invoice.
• Process credit card payments for clients
• Monitor outstanding accounts receivable balances and identify past-due accounts.
• Reconcile accounts receivable records and research discrepancies.
• Prepare and distribute account statements and other client account information as requested.
• Maintain accurate records of unapplied cash and work to resolve outstanding items.
• Assist with month-end accounts receivable reporting and reconciliations.

Client Billing and Collections

• Assist with the preparation, processing, and distribution of client invoices and statements.
• Respond to client inquiries regarding invoices, account balances, payment history, and payment procedures.
• Research and resolve billing and payment discrepancies in coordination with attorneys and billing personnel.
• Monitor aging reports and assist with collection efforts on outstanding balances.
• Contact clients regarding overdue accounts in accordance with Firm policies and established collection procedures.
• Escalate collection issues and significant outstanding balances to the appropriate attorney, billing manager, Controller, or Firm management.
• Maintain professional and courteous communication with clients while protecting the attorney-client relationship.

Trust/IOLTA and Client Funds

• Process transactions involving client funds in accordance with Firm procedures and applicable requirements.
• Ensure that payments are appropriately identified as operating funds, client funds, or other designated funds.
• Coordinate with accounting personnel regarding transfers or disbursements from client trust accounts.
• Immediately escalate any discrepancies or concerns involving client funds or trust accounting.
• Maintain strict confidentiality regarding client financial information and trust account activity.

Accounts Payable Support

• Maintain strict confidentiality regarding client financial information
• Reconcile accounts payable transactions by comparing statements and invoices or receipts
• Recording invoices and processing payments as needed.
• Address payment inquiries from vendors and internal staff.
• Maintain organized and updated accounts payable files, both digital and paper based.
• Assist in the monthly, quarterly, and annual close processes
• Provide detailed reports to management regarding attorney expense details
• Collaborate with the accounting team to improve AP process and implement cost-saving initiatives. 

Administrative and Accounting Support

• Assist with accounts payable, billing, general accounting, and other Finance Department functions as needed.
• Prepare routine reports, spreadsheets, and account analyses.
• Maintain organized electronic and paper accounting records.
• Assist with audits and other financial reviews by providing requested documentation.
• Follow Firm accounting policies, internal controls, and procedures.
• Perform other duties and special projects as assigned.

• High school diploma or equivalent.
• Three - Five years of accounts receivable, billing, bookkeeping, or related accounting experience.  Previous experience in accounts payable.
• Strong attention to detail and accuracy with an ability to identify discrepancies or errors
• Proficiency with Microsoft Office, particularly Excel.
• Strong organizational and time-management skills.  Ability to multi-task and prioritize
• Ability to maintain confidentiality and exercise sound judgment.
• Excellent written and verbal communication skills.
• Ability to work effectively with attorneys, staff, clients, and outside parties.
• Ability to manage multiple priorities and meet established deadlines.
• Knowledge of general accounting principles