Financial Operations Coordinator

Lehighbar; Pittsburgh, Northern (Allegheny County, KY); Hybrid; USD 58,000 - 64,000; Full time

Job summary

Reed Smith is seeking a Financial Operations Coordinator to support invoice, expense, and budget-related activities for Library resources and services. You will coordinate approvals, allocations, reconciliations, and recordkeeping in the firm's systems.

The role collaborates with Library leadership, Accounting, vendors, and outside service providers to ensure accurate processing, monthly reporting, and basic budgeting. A college degree and 4+ years in financial operations are preferred.

Qualifications

• College degree or equivalent combination of education and relevant experience required.
• Experience in financial operations, invoice processing, accounting support, library operations or related field (min 4 years).
• Experience with expense management, accounting or integrated library systems preferred.
• Experience in a law firm or professional services environment preferred.

Responsibilities

• Facilitate timely payments of invoices by coordinating with supervisors, managers and outside contractors.
• Review and reconcile payments, acting as liaison between library vendors and Accounting.
• Process and record invoices using the Integrated Library System (ILS), Softlink Liberty.
• Allocate funds by assigning practice codes in Liberty and other accounting systems.
• Prepare and submit check requests and reconcile Library MasterCard transactions.
• Assist with basic budget planning and forecasting for Library expenses.
• Record statistics and assist in monthly reporting of Library accomplishments.
• Provide back-up support for Library Management Account (LMA) invoices and subscriptions.
• Perform other duties as assigned.

Skills

Analytical skills

Attention to detail

Communication skills

Problem-solving

Education

College degree or equivalent

Tools

Microsoft Excel

Liberty ILS (Softlink Liberty)

Job description

Position summary

The Financial Operations Coordinator provides support for assigned invoice, expense, and budget-related activities for Library resources, subscriptions, and technical services processes. This role assists with coordinating invoice approvals, expense allocation, reconciliations, and related recordkeeping using the Firm's integrated library system and other business systems.

Working as part of the Library team, this role collaborates with Library leadership, the Technical Services team, Accounting, vendors, and outside service providers to support accurate and timely processing of assigned Library expenses, monthly reporting, and basic budget planning and forecasting as requested. The role also provides backup support for related Library financial and technical services processes as needed.

Job duties and responsibilities

• Collaborate with the Technical Services Supervisor, Director and Library Managers to facilitate timely payments of invoices.
• Coordinate with Library Systems Specialist, Technical Services Supervisor, and outside contractor, LAC Group, as needed, to obtain manager approval for payment of invoices.
• Act as liaison between library vendors and the Accounting Department and review and reconcile payments.
• Use the Integrated Library System (ILS), Softlink Liberty, to process and record invoices.
• Assign practice codes in Liberty and any other applicable accounting systems for proper allocation of funds.
• Prepare and submit check requests using Chrome River.
• Reconcile all Library MasterCard transactions in Chrome River.
• Assist with basic budget planning and forecasting for Library expenses.
• Record statistics on work performed and assist in preparing the monthly report of Library accomplishments provided to Library Director.
• Serve as back-up for processing of Library Management Account (LMA) invoices and other firmwide subscriptions.
• Serve as back-up for Library Systems Specialist(s) and other technical services positions within the library.
• Perform other duties as assigned.
• Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time.

Requirements

Education: College degree or equivalent combination of education and relevant experience required. Coursework in accounting, finance, business administration, or a related field a plus.

Experience:

• Minimum of 4 years of experience in financial operations, invoice processing, accounting support, library operations, or a related field.
• Experience using expense management, accounting, or integrated library systems preferred.
• Experience in a law firm or other professional services environment preferred.

Skills:

• Solid financial background and strong technical skills.
• Proficiency with Microsoft Office applications, including Microsoft Excel, and related business systems. Understanding of Integrated Library Systems (ILS) preferred.
• Strong analytical, problem-solving, organizational, and time management skills.
• High level of attention to detail and accuracy.
• Effective verbal and written communication skills.
• Initiative, professionalism, discretion, and sound judgment in day-to- day work.
• Ability to work independently and collaboratively in a remote or hybrid environment.

Additional information

Supervisory responsibilities: None

Equipment used: Personal computer and other office equipment such as telephone, calculator, copier, scanner, etc.

Essential job functions

• Ability to sit or stand for extended periods and perform tasks requiring prolonged and/or extensive computer use.
• Ability to use computers, telecommunications, and digital collaboration tools to perform core job responsibilities.
• Ability to engage in effective and professional communication.
• Ability to review information, maintain attention to detail, manage multiple priorities, and follow established processes.
• Ability to access, use, and safeguard confidential and sensitive information while performing job responsibilities in work environments that support confidentiality, privacy, and information security requirements.
• Ability to work in-office as required to meet business, client or project needs.
• Working conditions

You will be required to work in the office at minimum 4 days per week. Occasionally called upon to work hours in excess of your normal daily schedule. The details of your weekly schedule will be discussed further with your direct supervisor.

Pay ranges

This is a non-exempt position. The hourly wage range for this role is $27.88 to $30.77 per hour, with an estimated annual compensation range of $58,000 to $64,000, based on a 40-hour workweek. This represents the presently anticipated pay range for this position. Actual pay may vary based on various factors, including but not limited to location and experience.

Employee benefits overview

Our comprehensive benefits package includes:

• 401(k) Retirement Plan
• Medical Insurance
• Health Savings Account (HSA)
• Virtual Health Services
• Dental Insurance
• Vision Insurance
• Accident Insurance
• Hospital Indemnity Insurance
• Critical Illness Insurance
• Life Insurance
• Short-Term Disability Coverage
• Long-Term Disability Coverage
• Flexible Spending Accounts (FSA)
• Lyra Health Employee Assistance Program (EAP)
• Paid Family Leave (for eligible Exempt and Non-Exempt staff)
• Transportation Benefit
• Back-up Child Care Services
• College Coach Program
• Pet Insurance
• Paid Sick Time (for Exempt staff)
• Paid Time Off (available to all full-time, non-temporary employees)
• Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401(k) plan.

Reed Smith is an Equal Opportunity Employer with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process.