Collections & Client Relations Systems Specialist

Staff Careers•Philadelphia, PA

17h•Onsite

About The Position

As a member of the Finance Department, the Collections & Client Relations Systems Specialist provides advanced collections support while serving as a primary system and process resource for the firm’s Accounts Receivable Collections Software (ARCS).

Requirements

Associate Degree or equivalent work experience required. Bachelor’s degree in Accounting, preferred.
Minimum five years of collections experience in a law firm (preferred) or professional services organization.
3E and ARCS 2G experience a plus
Strong mathematical and analytical skills with high attention to detail.
Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP, data analysis).
Exceptional oral and written communication and client service skills.
Ability to prioritize and manage high-volume work in a fast-paced environment.
Professional demeanor and ability to maintain confidentiality.
Ability to work independently and collaboratively.

Nice To Haves

Bachelor’s degree in Accounting
3E and ARCS 2G experience

Responsibilities

Update collection notes in ARCS (Accounts Receivables Collections Software) and other collections systems, as applicable, on a timely basis.
Act as “Help Desk” for the collections group with ARCS-related questions or issues, with the ability to support and adapt to future collections platforms.
Identify ARCS issues that require escalation to Minisoft Support for resolution, and partner with vendors for other collections systems as needed.
Work in conjunction with the Financial Systems Manager and Senior Enterprise Applications Engineer to assist with back-end information requests across collections applications and implement corrective steps.
Coordinate and participate in calls with Minisoft Support and internal stakeholders, as required, including future system vendors.
Work in collaboration with team leadership to ensure the effective management of collections technology, including ARCS templates; create and maintain user profiles and notification templates; modify existing notifications; build and maintain collections system reports and dashboards, automate processes, test and implement changes to security group settings, research, test, and advise on new functionality across collections platforms that could improve productivity.
Review status of assigned accounts, particularly for delinquent receivables.
Provide guidance to Collections/Client Relations Assistants for all related matters.
Proactively identifies potential collection issues.
Prioritize workload to ensure maximum client coverage.
Mail monthly reminder statements.
Make 45-day “gentle inquiry calls” to confirm receipt of invoices.
Proactively works with assigned attorneys to maximize collection efforts.
Heavy contact with Firm clients via telephone, e-mail and correspondence.
Develop and maintain positive relationships with internal and external clients.
Respond to client inquiries on a timely basis; provides copies of invoices and or billing & payment analysis, as needed.
Research client discrepancies, e.g. short payments, duplicate payments, etc.
Act as a liaison between client and Firm to ensure any discrepancy has been corrected.
Schedule necessary follow-up tasks in ARCS.
Proactively monitor accounts for pre-approved discounted payments and handle submission of any necessary write-offs to clean-up account balance.
Prepare and submit write offs approved during routine meetings.
Perform other collection responsibilities and special projects as required.