Revenue & Disbursements Specialist

About the Firm Legacy Offices, LLC—known to clients as The Offices—provides bookkeeping, accounting, tax preparation, and entity compliance services out of Mesa, Arizona. It also maintains the books for affiliated 501(c)(3) charitable organizations, which operate separately from the for-profit practices. The firm serves and administers charitable organizations in addition to high-net-worth families, business owners, and closely held companies, and this position may take on contracted work for Durfee Law Group, PLLC, an estate, tax, and business law firm, from time to time.

The Role The Revenue & Disbursements Specialist keeps money moving accurately through every entity we support: billing and collecting from clients, paying vendors on time, and recording each transaction in the right set of books. The role touches nearly every client relationship in the firm, so we are looking for someone who brings discretion, organizational rigor, and real care for the client experience to work that has to be right every time.

What You'll Do Accounts Receivable and Client Billing
· Prepare and issue monthly client invoices across legal and accounting engagements, consistent with the terms of each engagement letter
· Coordinate billing for clients served by both practices so each client receives one clear, consolidated invoice
· Post client payments, apply receipts to the correct ledgers, handle chargebacks, and make deposits
· Keep receivables aging current, follow up on outstanding balances with professionalism and sensitivity to the relationship, and escalate delinquent accounts to leadership with recommended next steps
· Answer client billing questions promptly and courteously
· Set up new clients in the billing system in coordination with client intake
· Reconcile the receivables subledger to the general ledger

Accounts Payable
· Review vendor invoices for documentation and approval before processing
· Enter and pay vendor invoices, check requests, employee reimbursements, and other disbursements accurately and on schedule
· Keep vendor records current, including W-9s and compliance documentation
· Research and resolve invoice discrepancies, flag anomalies to leadership, and keep vendors informed of payment status
· Reconcile the payables subledger to the general ledger and support month-end close

Nonprofit and Multi-Entity Accounting
· Record contributions and process grant disbursements for the affiliated 501(c)(3) organizations, tracking donor-restricted funds separately
· Keep each entity's books separate and accurate, for-profit and nonprofit alike, including intercompany activity and the allocation of shared costs
· Apply GAAP and nonprofit accounting principles consistently across entities
· Support external audits, tax filings, and regulatory reporting, including Form 990 work papers, under the CFO's direction
· Maintain internal controls that safeguard assets and keep every entity audit-ready

Reporting and Process
· Maintain organized, audit-ready records for all billing, payment, and deposit activity
· Prepare monthly aging, cash-flow, and financial summaries for the CFO, with recommendations for action
· Support the annual budget with historical billing and expense data
· Recommend improvements to billing, collections, and payables workflows, and help implement accounting-system upgrades
· Serve as the primary point of contact for billing questions from attorneys, accountants, and staff, and train colleagues on billing systems and procedures as needed

What You Bring Required
· Three or more years of experience in accounts receivable, accounts payable, or billing, preferably in a professional services firm (legal, accounting, financial services, or consulting)
· Working knowledge of GAAP and nonprofit accounting…