Payment Application Assistant at Fox Rothschild LLP

As a member of the Accounts Receivable team, the Payment Applications Assistant plays an important role in ensuring accurate and timely processing of client payments. This position helps maintain financial integrity by assisting with payment posting, reconciliation, and coordination across departments to support the overall efficiency of the receivables process.

ESSENTIAL FUNCTIONS:

• Assist with daily cash posting activities, including customer refunds, write-off processing, and transfer requests.
• Support the posting of incoming payments (checks, wires, ACH, credit card transactions) to client accounts accurately and efficiently.
• Ensure proper allocation of payments to invoices and assist in resolving discrepancies and unapplied cash.
• Collaborate with the Collections team to address payment issues and support resolution of outstanding balances.
• Follow internal controls and procedures related to payment application.
• Monitor and report on unapplied cash and payment trends as directed.
• Work closely with billing, collections, and accounting teams to ensure alignment and data integrity.
• Assist with month-end and year-end closing activities related to cash receipts.
• Support audits and compliance reviews by providing documentation and process insights.
• Stay current on technological advancements in payment application and leverage available tools to boost productivity.

ADDITIONAL FUNCTIONS:

• Other duties and projects, as assigned.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

Education:

• High School Diploma or equivalent, required. Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.

Experience:

• Minimum of one year of experience in accounts receivable or payment processing. Experience in a law firm or professional services environment, preferred.

Knowledge, Skills, & Abilities:

• Familiarity with electronic payment systems and banking procedures.
• Strong attention to detail; with a focus on accuracy.
• Professional communication skills, ability to speak clearly, confidently, and respectfully with clients, attorneys, and business professionals.
• Strong organizational skills and ability to manage high volumes of transactions and meet deadlines.
• Strong customer services skills. Maintain professionalism and responsiveness in all interactions.
• Integrity & Confidentiality to handle sensitive financial information with confidentiality and professionalism.
• Adhere to company policies and regulatory standards.

• Ability to work independently as well as in a team environment.
• Respond effectively to changes in systems, processes, or priorities.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

• This position follows a hybrid work model, requiring at least three days per week in the office. In-office presence is essential for team collaboration, cross-functional coordination, and hands-on oversight of payment application processes.

PHYSICAL REQUIREMENTS

Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time.  Walking and standing is often necessary in carrying out job duties.

VISUAL ACUITY

Worker is required to have close visual acuity to perform an activity such as:  preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.

DISCLAIMER

The above is intended to describe the general content of and requirements for the performance of this job.  It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will.  Employees must be able to satisfactorily perform all of the essential functions of the position with or without a reasonable accommodation.  If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.