Accounts Receivable Clerk / Assistant Bookkeeper
Keating O'Gara, Lincoln, NE, United States
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.
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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.
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