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Payment Processing Analyst

Location: Louisville, KY, 40222

Department: Accounting

FLSA Status: Non-Exempt

Summary

The Accounting Data & Payments Specialist supports the firm’s daily financial operations through high-volume data entry, cross-referencing, validation, and payment processing. This role focuses on ensuring accuracy across payment postings, remittances, court cost checks, refunds, and client reporting rather than traditional accounting functions. The position requires strong attention to detail, comfort working with multiple systems and reports, and the ability to resolve discrepancies by researching and reconciling data across sources. The Specialist works closely with internal teams and clients to ensure payments, costs, and reports are processed accurately and in compliance with client requirements.

Essential Duties & Responsibilities

• Post daily consumer payments including personal checks, money orders, garnishments, court payments, ACH, and credit card transactions.
• Verify, balance, and reconcile daily payment totals and deposits to ensure accuracy.
• Process daily ACH and credit card transactions, ensuring payments are posted to the correct files and uploaded properly for bank processing.
• Cross-reference payments and allocations across systems to identify discrepancies and resolve posting issues.
• Prepare and issue court cost checks and manage related court cost tracking and reports.
• Process client remittances and cost invoices (daily, weekly, and monthly) according to individual client standards, deadlines, and payment methods.
• Review remittance reports for accuracy, proper allocation, and compliance with client requirements.
• Process direct payments made to clients and ensure appropriate documentation and invoicing.
• Handle refunds including overpayments, bankruptcy refunds, and other adjustments by following established procedures.
• Maintain and update tracking tools (including problem logs) and research unresolved payment or posting issues.
• Respond to internal and external inquiries related to payment status, remittances, costs, and invoices; escalate unresolved issues as needed.
• Ensure all work complies with firm policies, procedures, and client contractual standards.

Additional Responsibilities

• Assist with maintaining, revising, and documenting department procedures and workflows.
• Support training and cross-training initiatives within the department as needed.
• Participate in process improvement efforts aimed at increasing efficiency and accuracy.
• Perform other duties as assigned by management or attorneys.

Required Knowledge, Skills & Abilities

• Strong data entry, validation, and reconciliation skills with a high level of accuracy.
• Ability to review, compare, and cross-reference information across multiple systems and reports.
• Proficiency with Microsoft Office, particularly Excel, including sorting, filtering, and basic formulas.
• Ability to follow detailed procedures and meet daily processing deadlines.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Effective written and verbal communication skills.
• Ability to work independently while also collaborating with a team.
• Dependability, consistent attendance, and flexibility to work extended hours when business needs require.
• Professional demeanor with a strong focus on accuracy, accountability, and confidentiality.

Preferred (but not required)

• Experience in payment processing, data reconciliation, collections support, or financial operations.
• Familiarity with high-volume transaction environments.
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Benefits: Medical Insurance, Life Insurance, Dental Insurance, Paid Vacation, Paid Sick Days, Paid Holidays, Short Term Disability, 401K/403b Plan

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