Job Description
OVERVIEW:
The Bookkeeper is responsible for the firm’s day-to-day bookkeeping, including Billing, Accounts Payable, Accounts Receivable, Account Reconciliation, Accepting and Depositing Funds, Financial Reporting including but not limited to weekly Dashboards, Cash Flows, and Forecasting. The Bookkeeper will use the Firm’s practice management system and accounting software to record transactions and prepare standard reports as directed by the owner. The Bookkeeper’s duties are designed to keep the Owners apprised of the heartbeat and health of the firm. In addition, the Bookkeeper shall immediately apprise the Owners of any unusual financial activity or problem that may arise.
The Bookkeeper is also responsible for managing the Firm’s processes and systems related to time-keeping, billing, retainer replenishment, accepting payments, and collections of accounts receivables. The Bookkeeper makes sure time entries demonstrate value, so clients pay their bills timely. Bookkeeper also ensures bills are generated and mailed timely and works directly with clients to ensure bills and installment payments are on time and retainers are replenished, so the Firm always has sufficient cash to meet cash requirements and the legal team works only for paying clients. The Bookkeeper will also manage the Firm’s Cash management system by recording all receipts and payments timely.
REPORTING RELATIONSHIP:
The Bookkeeper works under the supervision of the Managing Attorney.
AUTHORITY:
The Bookkeeper’s duties are limited to recording transactions and following the policies of the Firm and the instructions of supervisors. The Bookkeeper does not have the authority to issue checks, spend money, transfer funds between accounts, or make deposits without approval of the Owner or Firm Administrator.
The Bookkeeper is expected to and has the authority to monitor attorneys’ and other staff’s billable time and productive time entries daily. The Bookkeeper must follow up with staff to ensure time is entered timely and correctly. The Bookkeeper also works directly with clients on billing, collections, and payment plans so long as long as they follow the Firm’s established policies and procedures and all laws and regulations, and the arrangements meet the Firm’s collections and financial goals. Non-routine arrangements or payment plans need to be reviewed and approved by the Attorney responsible for that Client.
Non-attorney support staff are prohibited from practicing law by the ABA’s Rules of Professional Conduct and State Bar Association rules. All work done by the Bookkeeper must be in support of and under the direct supervision of an attorney. In dealing with clients and potential clients, the Bookkeeper must be careful not to inadvertently slip into the unlawful practice of law. This would include answering client questions about what will happen in their case or recommending that a client undertake a certain course of action during their case.
RESPONSIBILITIES:
Reviews case management or time & billing system daily.
Generates pre-bills bi-weekly and provides them to the Attorney for review.
Edits prebills to include corrections, write-off of time entries, mark hours up or down, transfer entries, and apply trust monies.
Prepares monthly retainer billing.
Prepares or generates final invoices and sends them to clients in accordance with the Firm’s policies and procedures for time-keeping, billing, and expense tracking.
Manages the trust accounts, auto-replenishment, and installment payments.
Oversees A/R collections and case withdrawal process.
Works with the client, Merchant Service Provider, and credit card company to resolve disputes and requests for “charge back” or refund. Issues refunds with the express approval of the Owner.
Enters clients' payments into the accounting system, prepares the bank deposit, balances daily reports, and upon approval, assures that the deposit is delivered to the bank.
Answers questions related to payables and billing questions.
Codes and enters all expense invoices and check requests.
Verifies all invoices and check requests are properly approved.
Prepares daily or weekly check runs.
Reconciles trust accounts monthly via three way reconcile in excel.
Prepares the following weekly reports for the CFO:
Prepares the following monthly reports for the CFO:
MATRIX OF TASKS
EDUCATION & EXPERIENCE
The Bookkeeper will have not less than two years’ experience as a Bookkeeper or Accounting Clerk, working with computerized accounting systems. Must have intermediate level Microsoft Office skills, especially with Excel.
Familiarity with State Bar Rules on Trust Accounting preferred. A minimum of one year of specialized classes in accounting or bookkeeping preferred.
KEY PERFORMANCE INDICATORS