Accounting Clerk

Accounts Clerk

Department: Finance & Administration

Reports To: Executive Director / Firm Administrator / Managing Partner

Status: Full-Time

Position Summary

The Accounts Clerk is responsible for the day-to-day financial operations of the firm, including client billing, accounts receivable, payment processing, and trust account administration. This role utilizes the firm's Tabs3 billing system to prepare invoices, maintain client account records, manage collections, and ensure accurate financial reporting. The Accounts Clerk also performs banking functions related to attorney trust accounts and maintains compliance with applicable legal and accounting requirements.

Essential Duties and Responsibilities:

Client Billing & Tabs3 Management

• Maintain and process client billing using the Tabs3 billing system.
• Review attorney time entries and costs to ensure accurate client invoicing.
• Generate monthly and as-needed client invoices.
• Process billing adjustments, write-offs, write-downs, and credits as approved.
• Respond to attorney and client inquiries regarding invoices and account balances.
• Maintain billing records and ensure all billing information is complete and accurate.

Accounts Receivable & Collections

• Monitor accounts receivable and outstanding client balances.
• Apply client payments to accounts accurately and timely.
• Follow up on overdue accounts through written and verbal communication.
• Resolve billing discrepancies and payment issues.
• Prepare aging reports and communicate collection status to management.
• Assist in developing and maintaining effective collection procedures.

Client Payment Processing

• Receive and process checks, ACH payments, wire transfers, and credit card payments.
• Record and reconcile all client payments within Tabs3 and accounting systems.
• Prepare daily deposits and maintain supporting documentation.
• Ensure proper allocation of funds between operating and trust accounts.

Trust Account Administration & Banking Functions

• Process trust account deposits and disbursements in accordance with firm policies and legal requirements.
• Prepare trust account checks and electronic payments as authorized.
• Perform trust account recordkeeping and transaction tracking.
• Assist with monthly trust account reconciliations.
• Coordinate banking activities, including deposits, transfers, and documentation.
• Maintain accurate records to support compliance with attorney trust accounting regulations.
• Work closely with firm management and accountants to ensure proper handling of client funds.

Financial Reporting & Administrative Support

• Maintain organized financial and client account records.
• Generate billing, collection, trust account, and receivable reports.
• Assist with month-end and year-end accounting procedures.
• Support audits and financial reviews by providing required documentation.
• Maintain strict confidentiality regarding client and firm financial information.
• Perform other accounting and administrative duties as assigned.

Qualifications:

Education & Experience

• Associate degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum of 2 years of accounting, billing, or accounts receivable experience.
• Prior law firm accounting experience strongly preferred.
• Experience with Tabs3 billing software preferred.

Knowledge, Skills & Abilities

• Working knowledge of accounts receivable, billing, and payment processing procedures.
• Familiarity with legal billing practices and trust account management.
• Strong proficiency in Microsoft Office, particularly Excel.
• Excellent organizational and recordkeeping skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Strong communication and customer service skills.
• Ability to handle confidential financial and client information with discretion.

Key Performance Expectations

• Accurate and timely client billing.
• Prompt processing and application of client payments.
• Effective management of accounts receivable and collections.
• Accurate maintenance and reconciliation of trust account transactions.
• Compliance with firm policies and legal accounting requirements.
• Professional interaction with clients, attorneys, banks, and vendors.