Careers

This individual will be responsible for assisting in all aspects of the accounting department, including matter intake, file opening, billing, accounts receivable, accounts payable, records and imaging. Other duties may be assigned.    

ESSENTIAL MATTER INTAKE AND FILE OPENING FUNCTIONS:

• Communicates with attorneys and secretaries to gather required information for new clients or matters.
• Tracks matter intake through the shareholder review process.  Marks matter as open or declined, as appropriate.  Communicates status with appropriate secretary.
• Enters billing matter setups in the accounting system; updates rate overrides, statement formats and other setup issues as needed.  Relates relevant contacts and related parties’ matters to the new matter.
• Verifies or enters contact information on required parties in the appropriate information base.
• Other duties as assigned.

ESSENTIAL BILLING FUNCTIONS:

• Assist in preparing paper bills, including pre-bill corrections - makes noted hour and dollar amount adjustments, transfers entries, enters task codes and makes any other corrections as noted by attorneys prior to the printing of client statements.
• Assisting in preparing and submitting e-bills via the Firm and Client e-billing systems.
• Assists in tracking e-bills through receipt of payment. Works with attorneys and secretaries to submit budgets, appeals and other required documentation.
• Provides backup support to the Billing Clerk for printing and distribution of the monthly pre-bill run.
• Provides back-up support for posting bills on a daily basis.
• Provides back-up support for conflict checks.

ESSENTIAL RECORDS / SCANNING FUNCTIONS:

• Work collaboratively with legal secretaries and administration in a team based approach to covert and scan paper legal documents into electronic images to be housed in a document management system.
• Identify and retain original legal documents that must be secured in locked cabinets. Understand what can’t be destroyed.
• Responsible for prepping documents for scanning and copying. This will involve reviewing and understanding content of the documents in order to organize for proper filing. Prepping also entails removing staples, making copies to for ensure proper scanning through the copier, arranging documents in viewable orientation, etc.
• Properly file scanned legal documents into correct folders and case matter files. Identify the document by using standard naming conventions for the legal electronic file.
• Confirm accuracy and completeness of scanned documents, communicate completion of the scan and file process with the team or project supervisor, and shred the physical documents when given approval to proceed.
• Maintain client privacy and confidentiality in accordance with HIPAA standards.
• Assist with monthly Closed / Locked reports to ensure Aderant database is current regarding client status

ESSENTIAL BACK-UP FUNCTIONS:

ACCOUNTS RECEIVABLE

• Enter all cash receipts to client accounts on a daily basis, ensuring accuracy of cash application.
• Prepare daily report and verify accuracy to daily bank deposit
• Prepare bank deposit and coordinate delivery to the bank
• Coordinate payments with billing clerk for client statement accuracy
• Prepare daily and weekly cash reports and distribute to appropriate personnel 

ACCOUNTS PAYABLE

• Prepare checks and daily reports in a timely manner with a high degree of accuracy
• Prepare checks with a focus on those payables that are firm and client expenses
• Posts phone and messenger expenses
• Enter manual checks from satellite office locations
• Ensure adherence to Company’s expense policies
• Process checks from Trust, Unapplied and Refunds
• Process Global Exchange wires
• Enter domestic and foreign wires into Aderant
• Monitor information for correct general ledger account coding and proper authorizations
• Void checks and the related payable as necessary
• Run trust reserves twice a week and end of month
• Submit processed checks to bank daily and upon request, research payments to ensure they’ve posted.
• Set up and maintain vendor files; both computerized and paper files, including current addresses and accurate 1099 data.

CONFLICTS

• Performs conflicts checks against relevant parties.  Communicates results for attorney review.
• Troubleshoots and works closely with attorneys and loss prevention attorneys to resolve any issues that arise during the conflict checking process.
• Manages the assignment of client and matter numbers.
• Manages the file opening process. 

RECORDS

• Maintain all firm vault documents.
• Assist with off-site records requests

MINIMUM QUALIFICATIONS:

• High School Diploma with a minimum 5+ years related work experience in a financial environment is required. 
• Associate’s Degree or equivalent from two-year college or technical school and 2 years related work experience is desired.
• Able to work off hours as needed.
• Working knowledge with accounting software and Microsoft Office Suite. Experience with Aderant account software a plus.

 MINIMUM KNOWLEDGE/SKILLS REQUIRED

• Demonstrates ability to communicate in a proficient, tactful, and confident manner with external clients and internal customers.
• Competently operates office equipment including computer, fax, calculator, scanner, copier, and telephone system.
• High attention to detail, sound reasoning, rational judgment and creativity to resolve problems and accomplish work assignments by established deadlines.
• Knowledge of relevant legislation, policies and regulations.
• Maintain confidentiality of information.
• Independent worker, ability to prioritize and complete multiple tasks in a timely manner.
• Able to work effectively with others or alone, with or without supervision
• Able to recognize deadlines and attentive to meeting these deadlines on a consistent basis.
• Proficient in math and numerical skills.
• Prepare and organize data for professional reports using various resources and software applications including Microsoft Word and Microsoft Excel.
• Portray professional manner and appearance consistent with Firm’s image.
• Must effectively present information and respond to questions from attorneys and secretarial/support staff.
• Eager to perform tasks associated with the functions of the department.
• Able to multi task and prioritize multiple projects
• Must be extremely organized and detail oriented. 
• On-site daily attendance required due to the nature of the position requiring in-person interaction.
• Must work regular 8:00am-5:00pm day with occasional overtime.  Minimal unplanned absences expected.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Standing and/or sitting for extended periods of time
• Maximum lifting requirements up to 25 pounds
• Repetitive hand movement
• Accurate and close vision for reading documents on paper and computer screens; able to switch between the two is required.
• Distance vision and depth perception and ability to adjust focus