Job Details

Flaherty Sensabaugh Bonasso PLLC is seeking an Accounting Clerk with a focus on accounts receivable to join our Charleston, WV office. The Accounting Clerk is responsible for accurately recording and processing incoming payments and provides general clerical and accounting support to the Finance Department. This position maintains client account records, applies cash receipts, assists with deposits and reconciliations, responds to account inquiries, and supports collection and reporting activities.

This role works closely with attorneys, staff, clients, and Finance Department colleagues to ensure receipts and account activity are documented and recorded accurately and timely. The successful candidate will demonstrate exceptional attention to detail, confidentiality, organization, professionalism, and a strong commitment to internal and client service.

Essential Duties and Responsibilities

Cash Receipts and Payment Application

• Receive, review, and accurately record client and other incoming payments in the accounting system
• Apply checks, ACH payments, wire transfers, credit card payments, sweep account activity, and other receipts to the appropriate client, matter, invoice, or general ledger account.
• Research unidentified or unapplied payments and obtain the information needed for proper application.
• Identify and resolve payment discrepancies, duplicate payments, overpayments, short payments, and incorrect account applications.
• Prepare and maintain daily cash receipt records and supporting documentation.
• Process payment corrections, transfers, refunds, and adjustments after receiving appropriate approval.
• Communicate promptly with appropriate personnel when payment information or account clarification is needed.

Deposits and Reconciliations

• Prepare daily deposits and electronic deposit documentation in accordance with Firm procedures and IOLTA regulations, when applicable.
• Verify that receipts agree with deposit records, bank activity, and entries in the Firm's accounting system.
• Assist with reconciling accounts receivable activity, cash receipts, deposits, and related general ledger accounts.
• Research and resolve returned payments, bank adjustments, posting errors, and other discrepancies.
• Maintain accurate electronic records of deposits, remittances, correspondence, and supporting documentation.
• Follow established internal controls and separation-of-duties requirements related to incoming funds.

Client Account and Collection Support

• Maintain accurate client and matter account records within the Firm's accounting system.
• Respond professionally to routine client and internal inquiries regarding account balances, payments, and payment application.
• Provide copies of invoices, statements, payment histories, or other account documentation as authorized.
• Assist with monitoring outstanding accounts receivable balances and preparing aging or collection reports.
• Support follow-up on delinquent accounts as directed, including documenting communications and payment arrangements.
• Refer disputed charges, sensitive collection matters, and nonroutine account questions to the appropriate attorney or Finance Department leader.
• Update account notes and contact information to maintain complete and accurate collection records.

Reporting and Accounting Support

• Prepare accounts receivable reports, schedules, and supporting documentation as requested by the Director of Finance.
• Assist with month-end and year-end closing procedures related to accounts receivable and cash receipts.
• Assist with the preparation of quarterly B&O tax returns.
• Research credit balances, unapplied cash, stale items, and other account discrepancies.
• Assist with audit and tax preparation by gathering payment records, reconciliations, reports, and supporting documentation.
• Coordinate with billing personnel to resolve account questions and ensure invoices, adjustments, and payments are recorded accurately.
• Assist with other accounting functions during periods of high volume or staff absences.

Department and Administrative Support

• Serve as a resource to attorneys and staff regarding payment processing, account balances, and related accounts receivable procedures.
• Assist with ILOTA account wire transfers and other payments as needed.
• Maintain confidentiality regarding Firm financial information, client accounts, payment information, and banking records.
• Participate in cross-training to provide appropriate backup coverage within the Finance Department.
• Provide general clerical support, including data entry, scanning, filing, correspondence, document organization, and record maintenance.
• Identify opportunities to improve accounts receivable processes, documentation, and efficiency.
• Perform additional accounting and administrative duties and special projects as assigned.

Qualifications

• High school diploma or equivalent required; associate degree in Accounting, Business Administration, Finance, or a related field preferred.
• Two or more years of accounts receivable, cash application, bookkeeping, clerical accounting, or related experience preferred.
• Experience in a law firm or other professional services environment is preferred but not required.
• Experience processing payments, maintaining account records, and completing account reconciliations.
• Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience with accounting or financial management software preferred; ability to learn the Firm's systems required.

Knowledge, Skills, and Competencies

• Exceptional attention to detail and commitment to accuracy.
• Strong organizational, time-management, data-entry, and recordkeeping skills.
• Ability to manage a high volume of transactions while meeting established deadlines.
• Basic understanding of accounts receivable, cash application, and general ledger principles.
• Strong problem-solving and reconciliation skills, with the ability to research routine discrepancies.
• Professional written and verbal communication skills, including tact when discussing account balances and payments.
• Strong judgment and discretion when handling confidential client and financial information.
• Dependable, accountable, service-oriented, and able to work independently and collaboratively.

Working Relationships

The Accounting Clerk – Accounts Receivable reports directly to the Director of Finance and interacts regularly with attorneys and staff throughout the Firm's Charleston, Morgantown, and Wheeling offices, as well as clients, financial institutions, and other outside contacts.

Flaherty Sensabaugh Bonasso PLLC serves local, national, and international clients in the areas of litigation and transactional law. Founded in 1991, Flaherty has offices in Charleston, Morgantown, and Wheeling, West Virginia.

Flaherty Sensabaugh Bonasso PLLC is an equal opportunity employer.

www.flahertylegal.com