AR / AP Specialist

Reports To: Law Firm Operations Manager

Location: St. Augustine, FL (World Golf Village)

Employment Type: Full-Time, exempt

Pay Range: Salary based on experience ($48,000-$55,000)

About Us:

Florida Board Certified Elder Law Attorneys R. Kellen Bryant and Carla Trinca-Conley at Berg Bryant Elder Law Group, PLLC assist caregivers and families with asset protection planning. Our primary role is to assist seniors and their families in navigating the complex legal landscape associated with aging with decreasing mental capacity and physical ability. We cover a wide range of services designed to protect your loved ones’ rights and ensure your peace of mind. Our experienced team provides personalized guidance and compassionate legal counsel tailored to the unique needs of every client.

Job Description:

Berg Bryant is seeking a responsible and detail-oriented AR/AP Specialist to oversee the firm’s accounts receivable and payable functions. This role will work closely with the firm’s third-party bookkeeper to ensure accurate financial records. This role requires experience in legal billing, trust (IOTA) accounting, and client communication, with a strong focus on maintaining healthy cash flow and compliance with legal accounting standards.

THIS IS NOT A WORK FROM HOME POSITION.

Essential Responsibilities:

Accounts Receivable

• Set up client accounts in Bill.com and ensure accurate billing profiles.
• Generate and send invoices weekly through Actionstep; post payments promptly.
• Monitor accounts receivable aging reports and maintain 60 day AR below $5,000.
• Proactively contact clients for collections and request additional retainers when needed.
• Draft final invoices and close-out letters for completed matters.
• Respond promptly and professionally to client billing inquiries.
• Ensure time entries from billable employees meet firm standards.
• Escalate collection issues to Attorney Pod Leaders for timely resolution.
• Log and invoice disbursements immediately.

Accounts Payable

• Coordinate with a third-party bookkeeper to process vendor invoices and payments.
• Upload documentation into record keeping software and review monthly reconciliations.
• Review and approve payables for accuracy and compliance with firm policies.
• Collect sensitive client information, maintaining confidentiality.
• Process client refunds at matter close.

Trust Accounting

• Set up and maintain trust accounts in QuickBooks Online in compliance with FL Bar requirements.
• Record trust deposits, disbursements, and transfers accurately.
• Monitor bank fees to ensure FL Bar standards are met.
• Prepare and provide annual accountings for trust matters.

General Financial Administration

• Maintain accurate and organized financial records.
• Assist with month-end and year-end reconciliations.
• Support the firm’s leadership with financial reporting as needed.
• Perform other related duties to support the firm’s operations.

Requirements:

• Associate’s degree in accounting or relevant field; Bachelor’s degree preferred.
• 5 years of AR/AP experience, preferably in a law firm or professional services environment.
• Proficiency with Bill.com, QuickBooks Online, and Actionstep (or similar private professional practice management software).
• Strong understanding of trust accounting and compliance requirements preferred.
• Excellent communication skills for client and vendor interactions.
• High attention to detail and organizational skills.
• Ability to work independently and meet deadlines.
• Familiarity with legal billing guidelines and retainer management preferred.

Performance Metrics:

• Maintain 60 day AR balance under $5,000, excluding pay events.
• Timely and accurate invoicing on 2-week cadence for each legal team and daily payment posting.
• Compliance with trust accounting rules and deadlines.
• Positive client feedback on billing interactions.
• 12–24-hour response time to clients and bookkeeper inquiries.
• Prompt and precise financial reporting when asked.

Compensation and Benefits:

• Competitive salary based on location, experience, and qualifications
• Accrued PTO and Personal Time policy plus paid holidays
• Health benefits, including medical, dental, vision, FSA, and Short-term Disability
• 401k with employer match
• Professional development opportunities.

Schedule and Location:

• 145 Land Grant, Suite 6, St, Augustine, FL 32092
• Monday – Friday (8:30a – 5:00p)
• No nights or weekends required
• 0% out-of-town travel, 3% in-town travel

To apply: Please submit a resume and cover letter with three reasons you would be a great fit to join our team!

Equal Opportunity Employer Statement:
We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Job Type: Full-time

Pay: $48,000.00 - $55,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Opportunities for advancement
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person

Salary : $48,000 - $55,000