Payment Application Manager

Fox Rothschild LLP; Center Square (PA); On-site; USD 95,000 - 130,000; Full time

Job summary

Fox Rothschild LLP seeks a Payment Application Manager to oversee timely and accurate application of client payments. You will lead the team, monitor daily cash postings, refunds, and transfers, and ensure proper allocation to invoices.

This role requires 5+ years in payment application or AR with 3+ years in management, preferably in a law firm setting. Strong Excel skills and familiarity with 3E/ARCS are expected.

Qualifications

• Bachelor’s degree in Accounting, Finance, or related field is required (or equivalent combination).
• 5+ years in payment application or AR, with 3+ years in supervision.
• Experience in a law firm or professional services is preferred.
• Experience collecting legal accounts is a plus.
• Familiarity with 3E and ARCS software and strong Excel skills.

Responsibilities

• Lead the Payment Application team to ensure daily operations are efficient and accurate.
• Monitor daily cash posting, refunds, write-offs, and transfer requests.
• Oversee posting of payments to client accounts and proper invoice allocation.
• Resolve discrepancies and unapplied cash; collaborate with Collections for outstanding balances.
• Maintain internal controls and procedures related to payment processing.

Skills

Leadership

Attention to detail

Communication

Excel proficiency

Financial reporting

Education

Bachelor’s degree in Accounting/Finance

Tools

3E ARCS

Job description

Description

The Payment Application Manager is responsible for overseeing the accurate and timely application of client payments. This role is essential to maintaining the integrity of our financial records and ensuring smooth reconciliation of accounts.

ESSENTIAL FUNCTIONS:

• Lead the Payment Application team, ensuring daily operations are executed efficiently and accurately.

• Monitor daily cash posting, customer refunds, write-off processing and transfer requests.

• Oversee the posting of incoming payments (checks, wires, ACH, credit card transactions) to client accounts.

• Ensure proper allocation of payments to invoices, resolving discrepancies and unapplied cash.

• Collaborate with the Collections team to address payment issues and support resolution of outstanding balances.

• Maintain and improve internal controls and procedures related to payment application.

• Monitor and report on unapplied cash, payment trends, and reconciliation metrics.

• 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.

• Train, mentor, and develop team members to ensure high performance and professional growth.

• Support audits and compliance reviews by providing documentation and process insights.

• Stay abreast of technological advancements in the Payment Application space and leverage AI to boost productivity, wherever applicable.

• Ensure that all processes are thoroughly documented to support training.

ADDITIONAL FUNCTIONS:

• Other duties and projects, as assigned.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):

Education:

• Bachelor’s degree in Accounting, Finance, or related field, required. A combination of education and experience are considered in lieu of a degree.

Experience:

• 5+ years of experience in payment application or accounts receivable, with at least 3 years in a supervisory or management role.

• Experience in a law firm or professional services environment strongly preferred.

• Experience with the collection of legal accounts is preferred.

Knowledge, Skills, & Abilities:

• Familiarity with 3E and ARCS.

• Strong attention to detail and organizational skills.

• Excellent communication and interpersonal skills.

• Ability to work under pressure and meet tight deadlines.

• Proficiency in Microsoft Excel and financial reporting tools.

• Strong leadership skills with the ability to manage people and motivate them to accomplish their goals.

• Demonstrated experience using related accounting computer systems and Microsoft Office Suite, including Outlook, Word and Excel.

• Strong accounting, analytical, mathematical and problem-solving skills. Strong attention to detail; high level of accuracy a must.

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.

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.

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

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 the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

The Firm provides equal employment opportunity to all employees and applicants for employment without regard to a person’s race, color, religion, sex, gender, pregnancy, childbirth, breastfeeding or related medical conditions, gender identity or expression, sexual orientation, age, ancestry, national origin, marital status, military or veteran’s status, medical condition, disability, individual genetic information, protected leave or any other factor protected under federal or state applicable laws.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.