Accounting Clerk I (New Matter Setup, Data-Entry & Banking) in Virginia Beach, Virginia at Wolcott Rivers PC

Wolcott Rivers Gates, a mid-size Virginia Beach law firm, is seeking a detail-oriented Accounting Clerk I to join our accounting team!

Position Summary:

Join our team at Wolcott Rivers Gates as an Accounting Clerk I, supporting our accounting team. This role is responsible for setting up new client matters in the firm’s case management and legal billing system, completing daily deposits and bank runs, electronically storing financial data, and serving as backup to other accounting team members. This role serves as a key data-entry and quality-control checkpoint. The ideal candidate is detail-oriented, organized, and dependable, with strong data-entry skills and a professional, friendly phone presence. The right candidate will be comfortable with a structured daily routine, learns new software quickly, and understands the importance of confidentiality in a law firm environment.

What does someone in this role do?

This position works closely with legal assistants, attorneys, and the Accounting team to make sure every new matter is set up correctly and consistently, daily banking is completed on schedule, and client payments and billing details are handled accurately.

Primary responsibilities include:

New Matter Setup & Conflict Check Verification

• Entering new matter information into the case management and legal billing system from the new matter memo form completed by the legal assistant, ensuring each matter is set up correctly and consistently
• Verifying that the legal assistant completed the conflict check and ran it against all parties listed on the new matter memo before the matter is set up
• Scanning and maintaining retainer agreement information in the billing system
• Following up on pending retainer agreements
• Updating existing client matters as needed, including attorney order and client contact information
• Reviewing and distributing the New Matter List on the 1st and 15th of each month

Daily Deposits & Banking

• Preparing daily deposits for the General Operating and General Fiduciary accounts
• Completing daily bank runs
• Scanning checks and banking backup documentation into SharePoint daily

Billing Support & Cost Entry

• Checking for zero rates, entering the correct rate on the client fee table, and updating affected items in work in progress (WIP)
• Correcting fee verifications as requested or needed
• Entering postage and copier log costs into the billing system and scanning the logs
• Emailing the daily Trust Activity Report for the previous day’s activity

Client Payments & Accounting Support

• Taking client calls for payments on account or to trust
• Processing client credit card payments securely
• Serving as backup to Accounting team members
• Adding funds to the postage machines
• Completing other ad hoc duties as assigned
• Making outbound calls to clients regarding outstanding account balances

What makes someone successful in this role?

• Takes pride in accurate, error-free work, especially with numbers and data entry
• Thrives on a structured routine and consistently meets daily and semi-monthly deadlines
• Organized and methodical, with strong follow-through
• Handles multiple tasks and large volumes of work accurately, even under deadline pressure
• Comfortable on the phone, including tactful conversations with clients about outstanding balances, and brings a friendly, professional approach to client service
• Tech-savvy with a willingness to learn new systems and tools quickly
• Reliable and consistent, both in attendance and in delivering quality work
• Team player who enjoys stepping in to support the Accounting team whenever needed
• Maintains professional demeanor and strict confidentiality

Wolcott Rivers Gates is committed to attracting, developing, and retaining top talent. Our continued success relies on our ability to provide a supportive, inclusive, and motivating environment where everyone has a role to play in delivering outstanding service to our clients.

To learn more about how you might become a part of our team, or to explore some of the benefits our firm provides to its employees, please visit our careers page at http://www.wolcottriversgates.com/about-the-firm/careers/

Compensation Range: $18.00 - $21.00 per hour commensurate with experience and qualifications.

Qualifications:

• Valid driver’s license, access to a reliable and insured personal vehicle, and an acceptable driving record to complete daily bank runs
• Working knowledge of Microsoft Word, Excel, Outlook, and Adobe Acrobat
• Understanding of basic accounting concepts
• Ability to quickly learn specialized software, such as SharePoint and legal case management and billing systems
• High level of accuracy in alphanumeric data entry and routine calculations
• Ability to type accurately at a minimum speed of 60 words per minute
• Strong written and verbal communication, grammar, and proofreading skills
• Strong organizational habits and the ability to meet fixed daily and semi-monthly deadlines
• Professional phone manner and the ability to handle client payment card information securely
• Commitment to maintaining the confidentiality of client records, trust activity, and firm financial information

Experience / Education:

• High school diploma or equivalent. (Required)
• Associate’s degree or completion of a certificate program in Accounting/Finance. (Preferred)
• Prior professional office, data entry, clerical, or basic bookkeeping experience. (Preferred)
• Prior experience in a professional services firm such as legal, real estate, or accounting. (Preferred)