Finance Clerk

Woodward & Company; Victoria; Hybrid; CAD 62,000 - 65,000; Full time

Benefits offered by this job

Comprehensive benefits package

RRSP contributions

Professional development

Hybrid work option

Job summary

Woodward & Co. Lawyers LLP seeks a Finance Clerk in Accounts Billing to manage high volumes of bills and support lawyers in Aboriginal, environmental, and natural resources litigation. The role requires precise processing, collaboration, and adherence to deadlines.

The position is based in Victoria, BC, with significant in-office presence and a comprehensive benefits package. Prior legal billing experience is valued.

Qualifications

• 2 to 5 years of education and/or experience, with completion of a business administration program or other related field of study.
• experience in accounts payable and receivable, clerical, or data entry roles.
• billing experience in professional service firms or insurance firms is relevant.
• prior experience as a legal assistant with law firm billing responsibilities is applicable.
• training in Microsoft Office and familiarity with accounting software, Unity, and document management systems preferred.
• knowledge of Elite 3E is a significant asset.
• eligibility to be bondable and to work in Canada.

Responsibilities

• Generate pre-bills from posted time and disbursement entries at the start of each billing cycle.
• Review pre-bills for input errors and incorrect rates before distribution to lawyers.
• Draft, finalize, and post final bills with required backup and formatting.
• Submit electronic invoices and resolve rejected bills.
• Manage time-tracking, disbursement costs, and trust statements.

Skills

Accounts attention

Billing

Microsoft Office

Unity

Document management

Elite 3E

Bondable

Education

Business administration

Tools

Microsoft Office

Unity

Elite 3E

Job description

Woodward & Co. Lawyers LLP Victoria, British Columbia, Canada (On-site)

Woodward & Co. Lawyers LLP is a national law firm dedicated to providing excellent legal services to Indigenous communities, governments, and organizations. We are seeking a highly skilled Finance Clerk in Accounts Billing, to fill an existing vacancy and join a talented and dedicated team in our Victoria BC, office location, to support lawyers engaged in complex Aboriginal, environmental, and natural resources litigation.

Role Overview

This position is suited to an individual who can manage a high volume of bills while carrying out each step of the billing process accurately and efficiently. The successful candidate will be a collaborative team player, willing to lend a hand to colleagues as workload requires and will be capable of prioritizing competing tasks effectively and responding appropriately to multiple concurrent requests. Above all, the Accounts Billing Clerk takes pride in producing accurate , high-quality work and maintaining that standard even under the pressure of deadlines

Key Duties & Responsibilities

Pre-Bill Preparation and Review

• Generate pre-bills from posted time and disbursement entries at the start of each billing cycle.
• Review pre-bills for input errors, duplicate entries, incorrect billing codes, or incorrect rates before distribution to lawyers.
• Distribute pre-bills to responsible lawyers for review and track turnaround against the firm’s pre-bill review deadline.
• Send reminder notices to lawyers with outstanding pre-bill reviews, escalating overdue reviews to the Billing Coordinator or Director of Finance where needed.

Bill Finalization and Distribution

• Apply lawyer-requested edits, write-offs, write-downs, and discounts to pre-bills in accordance with firm policy and client-specific billing guidelines.
• Draft, finalize, and post final bills.
• Draft cover letters and send bills, ensuring client-specific formatting, invoice backup, and supporting documentation requirements are met.
• Prepare and submit electronic invoices through client electronic billing portals, applying the correct invoice format, and troubleshoot and resolve any rejected or disputed electronic bills.
• Manage split-party and multi-matter billing packages, ensuring all matters within a client group are finalized together where required.

Time Tracking and Disbursement Management

• Monitor time-tracking, including reviewing posted time for input errors and sending reminder emails to lawyers regarding incomplete or unposted entries.
• Record and code client disbursement costs, such as research costs, copying costs, courier charges, and filing fees, to the correct client matter.
• Investigate and resolve discrepancies in billable costs, including duplicate charges, misallocated disbursements, and incorrect cost transfers.

Client Communication and Inquiries

• Respond to billing inquiries from clients and lawyers regarding invoice detail, billing codes, or disputed charges.
• Maintain up-to-date client billing records, including client-specific billing instructions, rates, and invoice formatting preferences.
• Maintain strict confidentiality of all client, firm, and billing information at all times.

Accounting:

• Calculate, post, and send list of employee expense claims l.
• Email notification of expense payment to employee.
• Accounts Payable:
• tracking and posting disbursement charges;
• recommending and issuing payments upon approval;
• reconciling and posting petty cash and credit card statements.
• Accounts Receivable:
• complete bank deposits for both General and Trust transactions;
• post client payments and other general receipts; and
• Accounting (in support of the Finance Department):
• prepare monthly and annual client trust statements; as needed
• prepare quarterly reports of Special Trust GIC; as needed
• complete Trust account transactions as directed by the Billing Coordinator.

Qualifications

Accounting and related clerks may require a certificate or diploma along with applied work experience in bookkeeping or accounting. Other requirements may include:

• 2 to 5 years of education and/or experience, with completion of a business administration program or other related field of study;
• work experience in an accounts payable and receivable, clerical, or data entry position;
• billing experience gained in comparable industries, such as other professional service firms or insurance firms, is also considered relevant and useful;
• prior experience as a legal assistant with law firm billing responsibilities is also applicable to this role;
• training and experience using Microsoft Office (e.g., Microsoft Excel, Outlook, Word, PowerPoint) and familiarity with accounting software, Unity, and document management systems, preferred;
• knowledge of Elite 3E is considered a significant asset; and
• eligibility to be bondable and to work in Canada.

Core Competencies

• Integrity
• Monitoring
• Respect
• Service Orientation
• Accountability
• Analytical & Critical Thinking
• Trust
• Problem-Solving
• Ethics
• Time Management

Working Conditions

Fast - paced , deadline - driven environment requiring prolonged computer use and occasional lifting of office equipment, boxes and documents. Overtime may be required , as well as travel. While the firm supports hybrid work, this role requires significant in - office presence to support workflow and collaboration.

Values

Why Woodward

Woodward is where meaningful work, strong relationships, and a great culture comes together. We offer a salary range of $62,000 to $65,000 per year (with consideration for education and experience), plus a comprehensive benefits package which includes health, dental, vacation and RRSP contributions, wellness, and professional development.

This is a full-time in-office role due to workflow and valued team collaboration.

Woodward is committed to equity, inclusion and belonging, and human rights. We know that our diversity strengthens our values and shared responsibility in creating a respectful, and collaborative workplace.

Indigenous ancestry is regarded as directly relevant to the skills and knowledge preferred and Indigenous applicants are strongly encouraged to apply.

While only shortlisted candidates will be contacted, we thank all candidates for their time and interest in Woodward & Co. Lawyers LLP.