Account Payable and Trust Account Clerk

Accounts Payable and Trust Account Clerk

The Accounts Payable (AP) and Trust Account Clerk is responsible for accurately processing and recording day-to-day payment transactions to vendors and is responsible for maintaining accurate and compliant records for all client trust accounts in accordance with regulatory and ethical requirements. This position ensures that all trust fund transactions are properly recorded, reconciled, and reported, supporting both the legal and financial integrity of the firm. The ideal candidate is detail-oriented, trustworthy, and highly organized, with a strong understanding of trust accounting principles and legal industry standards.

Key Responsibilities:

• Maintain accurate records of all deposits, withdrawals, and transfers in client trust accounts.
• Ensure all transactions comply with applicable state bar rules and trust accounting regulations for North and South Carolina.
• Track and manage individual client ledger balances to ensure sufficient funds are available before disbursement.
• Generate and maintain supporting documentation for all trust-related transactions.
• Assist with audits and respond to inquiries from internal or external reviewers upon request.
• Work closely with attorneys and staff to verify proper authorization and documentation for trust disbursements.
• Maintain confidentiality and ensure the security of sensitive financial and client information.
• Accept cash, check, and credit card payments and properly post to appropriate accounts.
• Record credit card payments to client accounts on a daily basis and reconcile transactions monthly.
• Maintain vendor information in the appropriate case management systems.
• Prepare payments for bank deposit and daily deposit funds electronically to the appropriate firm accounts.
• Submit Positive Pay files to bank daily and monthly complete the positive pay reconciliation.
• Balance cost accounts on a daily and monthly basis.
• Balance trust accounts on a weekly basis to ensure accuracy of postings.
• Maintain log of all incoming monies received by 3^rd parties for the Default Service Departments.
• Assist Billing Specialist with processing invoices for various departments, creating and distribution of monthly attorney drafts, and finalize monthly invoices.
• Assist with other accounting functions or administrative duties as needed.

Required Competencies

• Ethics & Integrity
• Productivity & Hard Work
• Knowledge of Trust Accounting
• Effective Communication
• Adaptability
• Commitment to Excellence
• Knowledge & Skills
• Positive Interpersonal Relationships

Minimum Requirements

• High school diploma or equivalent (Associate’s or Bachelor’s degree in Accounting or related field preferred).
• 2+ years of experience in accounts payable or general accounting.
• Strong understanding of IOLTA (Interest on Lawyers Trust Accounts) rules and legal trust accounting standards and understanding of basic accounting principles and internal controls.
• Proficiency with accounting software (knowledge of Microsoft Dynamics Great Plains a plus).
• Excellent attention to detail, organizational skills, and the ability to meet strict deadlines.
• Ability to manage multiple tasks and meet deadlines.
• Excellent verbal and written communication skills
• Ability to work independently and collaborate with others

Work Environment

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.

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files (up to 15 lbs), open filing cabinets and bend or stand as necessary, operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

EEO Statement

Hutchens Law Firm is committed to equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, Federal, or local law.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.