Accounting Specialist

Position Summary

The Accounting Specialist is responsible for managing the firm's day-to-day financial operations, including client invoicing, accounts payable and receivable, financial reconciliation, and maintaining accurate accounting records. This position plays a critical role in ensuring financial accuracy, compliance with accounting regulations, and supporting firm leadership with timely reporting.

Compensation & Benefits

$75,000 - $125,000 annually + benefits (healthcare, 401k, PTO, etc.)

Key Responsibilities

1. Client Billing & Invoicing (Primary Function)

• Prepare, review, and issue monthly client invoices in coordination with attorneys and legal staff.
• Verify accuracy of billable hours, costs, and trust deposits before billing.
• Ensure timely delivery of invoices and monitor accounts receivable to maintain steady cash flow.
• Post client payments, reconcile balances, and maintain accurate billing records.
• Respond to client billing inquiries and make necessary adjustments or credits as approved.
• Generate monthly billing and aging reports for management and partners.

2. Vendor Management & Accounts Payable

• Manage all aspects of vendor relationships, including onboarding, maintaining W-9s, and updating vendor records.
• Process and verify vendor invoices for accuracy, approval, and timely payment.
• Track and maintain vendor contracts, service agreements, and recurring subscriptions.
• Reconcile vendor statements and resolve discrepancies proactively.
• Coordinate with department heads to ensure accurate coding of expenses to appropriate cost centers.
• Monitor accounts payable aging and maintain positive relationships with vendors.
• Assist with 1099 preparation and year-end reporting for applicable vendors.

3. Accounting & Financial Reconciliation

• Maintain the firm's general ledger and ensure accurate posting of journal entries.
• Conduct monthly reconciliations of operating, trust (IOLTA), and credit card accounts.
• Ensure trust account compliance per State Bar rules and prepare reconciliation reports for management.
• Record and reconcile client cost advances, reimbursements, and disbursements.
• Support the firm's external CPA during monthly closings, audits, and year-end reporting.

4. Payroll Administration (Limited Function)

• Process biweekly or semi-monthly payroll using the firm's payroll platform (ADP).
• Ensure accurate employee pay, deductions, and tax withholdings.
• Maintain payroll records and assist with quarterly and annual filings.
• Coordinate with HR for new hire setup, pay adjustments, and termination

Qualifications

• 3-5+ years of experience in Accounts Receivable, preferably within a law firm or legal services environment.
• Strong understanding of legal billing and collections, especially in relation to California courts and fee motions.
• Exceptional organizational, communication, and follow-up skills.
• Experience with legal billing software (e.g., Timeslips, Clio, or similar) and accounting platforms.
• Ability to work independently and cross-functionally in a fast-paced environment.
• High level of discretion and professionalism in handling sensitive financial data.
  

Bonus Points If You Have

• Familiarity with consumer protection litigation or civil rights cases.
• Experience supporting attorneys with declarations, exhibits, and billing narratives for fee motions.
• Bilingual (Spanish) is a plus.

We're committed to supporting the well-being and success of our team through a robust and thoughtfully designed benefits package, including:

• 401(k) with Employer Match – Plan for your future with confidence and company support.
• Health, Dental, and Vision Insurance – Comprehensive coverage to keep you and your family healthy.
• Short-Term, Long-Term Disability & Life Insurance – Financial protection for life's unexpected events.
• Paid Parking – Convenient and covered, so you can focus on your day.
• Generous Paid Time Off – Ample time to rest, recharge, and take care of personal matters.
• Employee Referral Program – Earn rewards for introducing talented individuals to our team.
• Employee Assistance Program (EAP) – Confidential resources for personal and professional support.
• Employee Discount Program – Access to exclusive savings on a variety of products and services.