Cash Applications Specialist – Buffalo

Rupppfalzgraf; Buffalo, Northern (NY, KY); Hybrid; USD 21,000 - 34,000; Full time

Benefits offered by this job

Paid time off

Health insurance

Dental insurance

Vision insurance

401k plan

Profit sharing

Disability insurance

Employee assistance program

Identity protection

Group life insurance

Year-end bonus

Job summary

Rupp Pfalzgraf LLC in Buffalo, NY seeks a full-time Cash Applications Specialist to join the finance team. You will own the accurate posting and reconciliation of client payments, researching discrepancies with clients and carriers, and ensuring daily cash activity is reconciled across accounts.

The role requires a high school diploma (associate preferred), 2+ years in cash applications or AR, and strong Microsoft Office skills.

Qualifications

• High school diploma or equivalent; associate degree preferred in accounting/finance.
• 2+ years in cash applications, accounts receivable, billing, or bookkeeping.
• Proficiency with Microsoft Office (Outlook, Word, Excel).

Responsibilities

• Process and apply daily client payments across multiple methods.
• Prepare daily deposits and maintain supporting documentation.
• Resolve unapplied, unidentified, duplicate, and short payments.
• Communicate with clients and third-party admins to resolve payment issues.
• Maintain documentation of payment research, outreach, and resolutions.
• Assist month-end close and audit requests.

Skills

Cash applications

Microsoft Office

Communication skills

Attention to detail

Discretion with confidential info

Organizational skills

Education

High school diploma or equivalent

Associate degree in accounting/finance/business (preferred)

Tools

Excel

Outlook

Word

Job description

Rupp Pfalzgraf LLC is a full-service law firm headquartered in downtown Buffalo, with offices across New York State. We are a team of problem solvers who take a practical, solutions-focused approach to our work and value the contributions of every team member. Our firm offers opportunities to develop, take on new challenges, and grow within a collaborative environment.

Role Summary

Rupp Pfalzgraf LLC is seeking a full-time Cash Applications Specialist to join the finance team within our growing law firm. The Cash Applications Specialist owns the accurate and timely receipt, application, and reconciliation of firm cash receipts. This role is the single point of accountability for getting client payments posted correctly, for researching and resolving payment discrepancies directly with clients and carriers, and for reconciling daily cash activity across the firm's operating accounts and affiliated entities.

Key Responsibilities

• Process and accurately apply daily client payments across multiple payment methods.
• Prepare daily deposits and maintain complete supporting documentation.
• Distribute daily deposit notifications to Finance leadership.
• Research and resolve unapplied, unidentified, duplicate, and short payments.
• Communicate with clients and third-party administrators to resolve payment issues.
• Maintain clear documentation of payment research, outreach, and resolutions.
• Perform daily cash and transaction reconciliations and resolve variances promptly.
• Provide recurring reports on cash receipts, unapplied cash, and payment exceptions.
• Support month-end and year-end close, including reconciliations and audit requests.
• Process deposits and transactions for affiliated and subsidiary entities.
• Support accounts receivable and billing with payment history, aging, and account information.
• Process and document client payments via phone in accordance with firm procedures.
• Process trust and escrow (IOLA) deposits following training and applicable requirements.
• Maintain strict confidentiality of client, firm, and personnel

Qualifications

• High school diploma or equivalent; associate's degree in accounting, finance, or business preferred
• 2+ years of experience in cash applications, accounts receivable, billing, or bookkeeping.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Strong organizational, written, and verbal communication skills.
• Exceptional attention to detail and accuracy, with the ability to prioritize work, and demonstrate discretion in handling confidential financial information.

Work Environment & Physical Requirements

• This position is primarily performed in an office setting and involves extended periods of sitting, working at a computer, and communicating via phone and email, with or without reasonable accommodation.
• The role may require occasional standing, walking, and light lifting (e.g., files or office materials up to approximately 10-20 pounds), with or without reasonable accommodation.
• Ability to manage multiple tasks and priorities in a dynamic work environment, with or without reasonable accommodation.

Wage Information

$20.00 - $25.00 per hour depending on experience and skillset.

Our generous benefits package includes paid time off in addition to paid holidays, medical/dental/vision insurance, 401k with Firm contribution, potential for 401 profit sharing, short and long-term disability insurance, employee assistance program, ID protection insurance, group term life insurance, and an opportunity for a year-end bonus based on performance.

All qualified applicants will be afforded equal employment opportunities without discrimination because of age, race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.