Billing & Accounts Payable Specialist

Are you the kind of person who sees a number that doesn't look right and wants to figure out why?

Do you enjoy work where accuracy matters, systems make sense, and there is satisfaction in knowing that everything has been accounted for? Are you comfortable managing your own recurring responsibilities without needing someone to continually tell you what to do next?

The Law Offices of Brenton C. McWilliams is looking for a Billing and Accounts Payable Specialist to take ownership of several of the financial processes that keep our law firm running smoothly. This is an important position for someone who combines accounting experience with attention to detail, follow-through, sound judgment, and the confidence to ask questions when something does not make sense.

About the Role

Our firm handles estate planning, elder law, and probate matters for families throughout Alabama. Most of the client work is billed on a fixed-price basis, so this is different from a traditional law-firm billing position built primarily around attorney billable hours.

You will help make sure that work that should be billed actually gets billed, client payments are properly recorded, trust balances can be explained, accounts receivable are actively followed up on, and approved firm expenses are paid accurately and on time.

You will also help give the firm's Owner reliable financial information for making decisions.

This role requires more than entering information into accounting software. We are looking for someone who understands how financial records should fit together, recognizes when something looks wrong, and takes responsibility for figuring out what happened.

Once you are trained on our systems and processes, you should be comfortable managing the regular flow of your work independently.

This position is an in-office position at our office in Orange Beach. The position is full-time.

In addition to the compensation listed, for full-time employees, individual health insurance is fully paid for by the firm. Family health insurance is available through payroll deduction. Dental and vision insurance is available through payroll deduction.

What You'll Do

• Manage the firm's fixed-price billing process and prepare client invoices according to established billing procedures.

• Cross-check billing information against independent sources, including the firm's calendar, to identify meetings or events that should have generated a fixed-price charge.

• Review client trust balances each month and determine why funds remain in trust, identify discrepancies, and coordinate the reconciliation process with the Owner.

• Monitor accounts receivable, identify past-due accounts, and contact clients regarding payment.

• Notify the appropriate attorneys and team members when nonpayment requires the next step in the firm's established process.

• Monitor employee timekeeping for internal reporting and accountability purposes, follow up regarding missing entries, and prepare reports from timekeeping data as needed.

• Receive and record client payments, prepare deposits, and make sure transactions are accurately reflected in the appropriate systems.

• Code and enter vendor invoices and check requests, verify approvals, and prepare scheduled accounts payable runs.

• Identify duplicate invoices, unusual transactions, missing information, or other discrepancies before payments are processed.

• Prepare the firm's Weekly Cash Flow Forecast and help the Owner understand material differences between forecasted and actual cash flow.

• Work with the Owner and, when applicable, outside bookkeeping professionals to support monthly financial reporting.

• Respond professionally to client questions involving invoices, payments, retainers, refunds, and other billing matters.

• Assist with chargebacks, payment disputes, and refund processing according to firm procedures.

• Maintain accurate records and protect confidential client and firm financial information.

What We're Looking For

• At least two years of experience in billing, accounts payable, accounting clerk work, or a comparable accounting position using computerized accounting systems.

• A practical understanding of basic accounting relationships and the ability to recognize when financial information does not make sense.

• Comfort working in QuickBooks or comparable accounting software. Strong QuickBooks experience is preferred.

• Competence with Excel and other common business technology.

• Excellent attention to detail. You notice missing entries, duplicate charges, incorrect amounts and unexplained balances.

• Strong organization and the ability to manage daily, weekly and monthly responsibilities without constant supervision.

• Follow-through. An unresolved discrepancy, overdue payment or missing piece of information stays on your radar until it is resolved or appropriately escalated.

• Professional confidence. You are comfortable reminding a coworker about missing information, contacting a client about an overdue payment or asking questions when a transaction does not look right.

• Strong written and verbal communication skills.

• Good judgment when handling confidential financial information.

• The ability to learn new software, procedures and financial workflows.

• Experience in a professional-services environment is preferred. Law firm accounting or trust-account experience is helpful, but law firm experience is not required.

You May Be a Great Fit If...

• You don't simply enter numbers. You pay attention to whether the numbers make sense.

• You like having a regular rhythm to your work and are comfortable moving from one responsibility to the next without waiting for someone to assign every task.

• You tend to close loops. If an invoice is unpaid, information is missing or two records disagree, you follow through until you know what happened.

• You enjoy detailed work and take satisfaction in getting things right.

• You can follow an established process while still noticing when the process could be improved.

• You are comfortable asking questions and raising concerns, even when the person you need information from is an attorney, supervisor or client.

• You take responsibility for outcomes rather than stopping at, "I did my part."