General Purpose: The Accounts Receivable and Collection Specialist is a mix of approximately 75% Collection Specialist duties and 25% Accounts Receivable Specialist duties. They are responsible for identification, collection, and reporting of delinquent accounts receivable. They will perform direct client/attorney contact for assigned accounts. Additionally, the A/R and Collection Specialist will be responsible for maintaining accounts receivable by correctly crediting client and general ledger accounts with receipts, researching and responding to inquiries, and correcting errors. They will maintain the general ledger subaccounts for unapplied cash items.
Essential Duties/Responsibilities:
Collection Specialist Duties:
- Initiate client/attorney communication and written contact to effect timely collection of delinquent account and improved client service. Prepare and distribute accounts receivable reports as required by Firm Management.
- Update collections database, ARCS, with comments and payment promises, and set tasks for timely follow-up. Prepare and distribute client account reminder statements for assigned offices/timekeepers.
- Monitor collection software for accuracy of information and work with IT personnel to resolve problems and ensure upgrades are tested and performed in a timely manner.
- Work with assigned attorneys to monitor collection accounts. Take appropriate steps to resolve billing issues, as well as timely escalation of problem accounts to Firm Management.
- Perform data analytics on customer AR balances and Billing reports. Must be able to provide a meaningful understanding of results and issues requiring attention and provide solutions to billing disputes and payment discrepancies.
- Identify and process refunds for retainers and overpayments. Process credit card payments.
- Completes audit letter requests and scans completed requests into ExpertImage.
- Serve as backup for regional collection personnel to ensure consistent client contact on large receivables.
- Establish and maintain effective and cooperative working relationships with clients, firm staff, and management.
- Provide excellent customer service to internal and external customers.
- Abide by Firm policies, work procedures and instructions.
- Perform special assignments/tasks as required.
- Assists other Client Accounting staff as needed.
Accounts Receivable Specialist Duties:
- Determines correct application and inputs funds from wire transfers, manual and lockbox deposits. Research overpayments and unapplied funds to determine proper disposition. Prepares check requests, including proper backup documentation, for refunds.
- Reviews and approves incoming checks for daily manual bank deposits.
- Organizes and processes all receipt documentation for scanning into ExpertImage.
- Initiates contact with bank personnel regarding lockbox questions and issues.
- Responds to client and firm inquiries and requests for information regarding accounts receivable, cash receipt application, refund of overpayments and financial reports.
- Maintains general ledger suspense account for unknown cash receipts. Research, including client contact, to properly apply funds in a timely manner.
- Completes accounts receivable write off requests insuring proper authorization and documentation. Scans all A/R write-offs over $10,000 into ExpertImage.
- Performs all credit and trust transfers from Billing and Retainer teams.
- Processes client credit card transactions and posts entries received for payment.
- Completes electronic payment setup forms for clients submitting ACH payments, including payments via third party vendors.
- Completes audit letter requests and scans completed requests into ExpertImage.
- Prepares and distributes accounts receivable reports as required by Firm Management.
- Responds to billing and client account inquires, and coordinates resolution with Billing Supervisor.
- Performs special assignments/tasks as required. Assists with testing and documentation for accounting system upgrades.
- Assists other Client Accounting staff as needed.
Competencies:
- Job Knowledge & Technical Skill: Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work.
- Communication: Understands the importance of and demonstrates verbal, written, and non-verbal communications.
- Team Player: Works within team and cross-functionally to meet required results.
- Customer/Client Experience: Creates a consistent and exceptional experience for others, whether directly to external clients/customers or indirectly through internal support, that elevates the overall perception of the firm.
Job Qualifications (Education, Experience and Certification):
- Three to five years of related A/R and/or Collections experience or equivalent education required.
- Bachelor’s degree and law firm experience preferred.
- Requires fundamental knowledge of accounting software and sound knowledge of accounting principles.
- Requires analytical skills to apply knowledge to practical situations and the ability to foresee problems and effect solutions.
- Requires above average typing and ten key skills, and proficiency in Word and Excel.
- Requires good organizational and planning skills to prioritize and complete detailed accounting work accurately and in a timely manner, and to assess, recommend and implement improved work procedures.
- Ability to identify issues attributing to account delinquency, experience in negotiating payment plans, and account reconciliations to assist attorneys and their clients with resolving billing and collection issues.
- Requires ability to self-direct and take initiative, and work independently under pressure and pre-set deadlines, with a high level of attention to detail with consistently high production.
- Requires exceptional interpersonal oral and written communication skills to work effectively with personnel at all levels within the firm, and firm clients.
- Requires dependability, and the willingness to meet the requirements of the position, respond quickly to changing priorities, and accepting a wide variety of assignments with a positive attitude and team spirit.
- Requires high level of skill in handling sensitive information and absolute confidentiality and discretion.
Physical Requirements:
While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least ten (10) pounds; have repetitive wrist/hand/finger movement to work on a computer and/or related office equipment; speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.
The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment:
Professional office atmosphere. Sedentary work that primarily involves sitting or standing for prolonged periods. Position may require occasional off-hour meetings and events.
The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Note: This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.
Holland & Hart offers of employment take into consideration a candidate’s education, training, and experience, as well as the position's work location, external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees. A discretionary bonus may be available based upon performance. The Colorado salary range is $22.42 - $37.37/hour.
The application window is anticipated to close on or after Friday, July 19, 2024.
Holland & Hart works hard to promote work/life balance with a 37.5 -hour scheduled work week for most staff employees, a robust wellness program, and generous PTO and holiday pay for eligible employees. Full-time employees become eligible for benefits on the date hire, with a benefits offering that includes medical, dental, vision, life, AD&D, EAP, STD, and LTD. Also available are voluntary income protection benefits such as supplemental life, accident, critical illness, and long-term care insurances, as well as a 401(k)-retirement plan with a company match. In addition, the firm has programs that may provide for educational assistance, free or discounted legal services, and opportunities through the Holland & Hart Foundation, which is a non-profit organization dedicated to creating volunteer opportunities for lawyers, staff, families, and friends of Holland & Hart LLP. Part-time employees may have access to some of these benefits, which may be on a pro-rated basis
Job Type: Full-time
Pay: $25.12 - $30.25 per hour
Benefits:
- 401(k)
- 401(k) matching
- AD&D insurance
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid sick time
- Paid time off
- Parental leave
- Referral program
- Tuition reimbursement
- Vision insurance
- Work from home
Weekly day range:
- Monday to Friday
- No weekends
Work setting:
Experience:
- Microsoft Excel: 1 year (Preferred)
- Customer service: 1 year (Preferred)
Ability to Commute:
- Denver, CO 80202 (Required)
Ability to Relocate:
- Denver, CO 80202: Relocate before starting work (Required)
Work Location: Hybrid remote in Denver, CO 80202