Payment Application Manager

Fox Rothschild LLP; Warrington Township (Bucks County); On-site; USD 75,000 - 110,000; Full time

Job summary

Fox Rothschild LLP seeks a Payment Application Manager to lead the team responsible for accurate application of client payments. You will oversee posting, allocation, and reconciliation of cash receipts and collaborate with collections and billing for data integrity.

The role requires 5+ years in payment application or AR with at least 3 years in management, and a background in a law firm or professional services. Strong Excel skills are essential.

Qualifications

• Bachelor’s degree in Accounting, Finance, or related field is required or combined education/experience accepted.
• 5+ years in payment application or AR/A/R with at least 3 years in a supervisory/management role.
• Experience in a law firm or professional services environment is strongly preferred.
• Experience with legal accounts collections is preferred.
• Familiarity with 3E and ARCS; strong Excel and financial reporting skills.

Responsibilities

• Lead the Payment Application team ensuring daily operations are efficient and accurate.
• Monitor daily cash posting, refunds, write-off processing and transfer requests.
• Oversee posting of incoming payments (checks, wires, ACH, credit cards) to client accounts.
• Ensure proper allocation of payments to invoices and resolve discrepancies.
• Collaborate with Collections to address payment issues and resolve balances.
• Maintain internal controls and procedures related to payment application.
• Monitor unapplied cash, payment trends, and reconciliation metrics.
• Coordinate with billing, collections, and accounting for data integrity.
• Assist with month-end and year-end closings related to cash receipts.
• Train, mentor, and develop team members; support audits and compliance reviews.
• Stay updated on technology in payment applications and leverage AI where applicable.

Skills

Leadership

Communication

Attention to detail

Analytical thinking

Problem-solving

Ability to work under pressure

Education

Bachelor’s degree in Accounting, Finance, or related field

Tools

Microsoft Excel

Accounting software (3E)

ARCS

Microsoft Office Suite

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.

Fox Rothschild LLP is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity or gender expression, breastfeeding, lactation, disability, or veteran status, or any other characteristic protected in accordance with applicable federal, state, and local jurisdictions. Applicants who need any assistance applying for a position are encouraged to contact the Human Resources Department, [e-mail].

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.