Accounting Administrator

ZAG is an employee side employment and personal injury law firm employing roughly 30 individuals. The Accounting Administrator manages the Firm’s day-to-day administrative operations, including accounts payable and receivable, billing, payroll, benefits, vendors, facilities, and office systems.

The Accounting Administrator reports to the Managing Partners and Chief Operating Officer. Responsibilities may be altered or added to from time to time.

A C.P.A. or accounting degree is not required, but a strong accounting background is.

Management of Firm Finances

The Accounting Administrator will handle the Firm’s day-to-day financial administration, under the direction of the Managing Partners and Chief Operating Officer, including:

• Assisting with the annual budget and managing costs and cash flow.
• Preparing monthly financial reports for firm leadership and providing financial information for any audit.
• Maintaining the general ledger in QuickBooks and the trust account records, including regular reconciliations.
• Assisting with billing and collections and managing day-to-day banking activity as the Firm’s contact with its banks.
• Reviewing firm credit card expenses for supporting documentation and policy compliance and flagging unsupported or questionable charges to the Managing Partners and Chief Operating Officer.

Management of Firm Billing

The Accounting Administrator will manage each billing cycle and ensure bills are processed timely, including:

• Ensuring all bills go out in a timely manner and before the next billing cycle.
• Providing billing guidelines and updates to timekeepers to ensure compliant billing practices.
• Coordinating with case vendors (such as court reporters, process servers, and experts), tracking their invoices, and billing clients for case costs when applicable.

Payroll Management

The Accounting Administrator will manage payroll for all attorneys and staff through the Firm’s ADP system, including:

• Entering staff hours and PTO, as provided by the Chief Operating Officer, for each payroll.
• Maintaining employee payroll records and deductions (health insurance, HSA, and retirement contributions), as provided by the Chief Operating Officer.
• Processing and submitting payroll and posting it to the proper General Ledger accounts.
• Administering 401(k) employer match and employee contributions.
• Reviewing payroll tax filings made by ADP and preparing year-end W-2s and 1099s.

Accounts Payable Management

The Accounting Administrator will be responsible for accounts payable, including:

• Fielding, processing, and entering all firm payables, including attorney and staff reimbursements, and posting client costs to the appropriate matter number.
• Processing rush checks as needed for deposition fees, trial witness fees, etc.
• Printing and mailing checks, returning requested checks to staff, and maintaining scanned records of all payables.
• Maintaining vendor records and confirming that invoices match agreed pricing and services.

Accounts Receivable Management

The Accounting Administrator will work the AR report monthly to maintain aging accounts and manage timely collections, including:

• Running weekly AR reports, following up with clients on past due balances, and securing overdue balances.
• Preparing deposits daily.

Administration of Benefits

The Accounting Administrator will work with the Firm’s benefits agent, under the direction of the Chief Operating Officer, on enrollments, qualifying events, and plan changes, including:

• Assisting with employee health insurance, including renewal information, enrollment meetings, and an enrollment spreadsheet.
• Administering employee HSA contributions.
• Administering the Firm’s 401(k) Plan, including timely filing of required forms, reviewing participation and the annual report with the Plan Administrator, and providing enrollment materials to eligible employees.

Systems Management

The Accounting Administrator will manage the Firm’s systems and processes by:

• Implementing system and operational changes as directed.
• Evaluating workflow, recommending adjustments, and streamlining new processes as needed.
• Maintaining office policies and procedures and keeping them current and accessible to staff.

Management of Computer and Other Operating Systems

The Accounting Administrator should have a working knowledge of office computers and information systems, both hardware and software. Duties include:

• Working with IT personnel to periodically evaluate the Firm’s computer systems, recommending changes that increase efficiency or achieve cost savings, and ensuring remote system backups are maintained.
• Securing and managing maintenance contracts for computer hardware, software, and other equipment.
• Managing records retention, including electronic records, and maintaining professional relationships with vendors.

Facilities Management

The Accounting Administrator will manage the Firm’s physical facilities, including:

• Assisting with office space planning and renovation when necessary and purchasing office furniture.
• Managing office equipment, including copy machines, printers, desktop scanners, and postage, and purchasing office, janitorial, and breakroom supplies.
• Managing the contract with the cleaning company and overseeing incoming and outgoing mail.
• Coordinating office openings and closings, building access, and emergency procedures.

Administrative Support and Staff Coordination

The Accounting Administrator will support the Firm’s administrative staff, under the direction of the Chief Operating Officer, by:

• Coordinating front desk and administrative support staff, including coverage schedules, and serving as a first point of contact for staff questions about office logistics and procedures.
• Supporting the Chief Operating Officer with onboarding and offboarding logistics, including workstations, equipment, accounts, access, and orientation materials.

Confidentiality and Other Activities

The Accounting Administrator also coordinates business and social functions of the Firm, and will:

• Assisting with scheduling, calendars, and conference rooms, and preparing reports, announcements, and internal communications as needed.
• Maintaining organized files and records in line with Firm retention and confidentiality practices.
• Handling sensitive client and employee information with discretion, and following Firm protocols for document handling, secure storage, and confidential disposal.

Qualifications

Required

• [3-5] years of bookkeeping, accounting, office management, or administrative experience, in any professional setting.
• Hands-on experience in bookkeeping, accounts receivable, and accounts payable, and proficiency with QuickBooks and Microsoft Office or Google Workspace.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication, with a professional, courteous manner with clients, staff, and vendors.
• Sound judgment and a high degree of discretion with confidential information.

Preferred

• Experience with payroll processing, payroll tax reporting (including W-2 and 1099 preparation), billing, and trust account reconciliation.
• Experience in a law firm or other professional services setting, and familiarity with legal practice management software (such as Clio).
• Familiarity with employee health insurance, HSA, and 401(k) plan administration.
• Experience with vendor management, budgeting, coordinating administrative staff, and creating or improving office procedures.

Skills and Attributes

• Proactive problem-solver who anticipates needs rather than waiting to be asked.
• Clear, fair, and approachable with colleagues at every level.
• Exceptional attention to detail and strong follow-through, and comfortable in a fast-paced, deadline-driven environment.

Working Conditions

• Monday to Friday, 9:00 a.m. to 6:00 p.m.
• On-site only; this position is not remote or hybrid.
• Primarily office-based, with occasional lifting of supplies or boxes (up to [25] lbs.)

Benefits

• 401 k
• Profit sharing plan
• 3 weeks of Paid Time Off
• Medical, Dental, and Vision insurance

To Apply

Send a resume, cover letter, and references to Ariel Anzora, Chief Operating Officer, at [email protected] with the subject line “Accounting Administrator Application.” References will not be contacted without the applicant’s permission.

A criminal background check will be conducted after a conditional offer of employment has been extended.

Pay: $50,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person