Firm Finance/Bookkeeper Administrative

New Jersey Association of Legal Administrators; Morristown (TN); On-site; USD 75,000 - 95,000; Full time

Job summary

The Firm Administrator – Finance Operations oversees the firm''s financial operations and billing functions, ensuring accurate reporting, trust accounting, budgeting, and client billing. This role serves as the primary liaison with accountants and financial partners and provides operational support to leadership through financial analysis and reporting.

Direct accounting experience is required, ideally in a law firm.

Qualifications

• Candidates must possess direct accounting experience, ideally within a law firm environment.

Responsibilities

• Oversee day-to-day financial operations including accounts payable and accounts receivable.
• Maintain attorney trust accounts and firm operating accounts.
• Complete monthly bank reconciliations for all accounts.
• Prepare monthly attorney commission calculations.
• Develop and maintain the firm budget.
• Manage all firm insurance policies.
• Lead the complete attorney billing cycle from pre-bills through final invoices.
• Maintain client records and client accounts within LEAP.
• Enter client disbursements, copier charges, and billable expenses.
• Review billing entries for accuracy prior to generating pre-bills.
• Process attorney billing revisions and finalizing invoices.
• Distribute monthly billing statements.
• Communicate with clients regarding invoices, payments, plans, credits, write-offs, balances, and corrections.
• Record professional courtesy credits and write-offs within LEAP.
• Provide backup support for the Bookkeeper (credit card payments).
• Prepare recurring financial and operational reports for Firm Owners (e.g., weekly time lists, monthly reports).

Job description

Location: Morristown Area

Salary Range :$75,000 - $95,000

Position Summary

The Firm Administrator – Finance Operations is responsible for overseeing the Firm's financial operations and billing functions while ensuring the accuracy and integrity of financial reporting, trust accounting, budgeting, and client billing. This role serves as the primary liaison with the Firm's accountants and financial partners and provides operational support to Firm leadership through financial analysis and reporting. Candidates must possess direct accounting experience, ideally within a law firm environment. In addition, the Firm Administrator serves as a backup resource, reporting into the Office HR Manager for key administrative operations to ensure business continuity.

Key Responsibilities

Financial Operations

• Oversee the Firm's day-to-day financial operations, including accounts payable and accounts receivable.
• Maintain attorney trust accounts and firm operating accounts.
• Complete monthly bank reconciliations for all accounts.
• Prepare monthly attorney commission calculations.
• Develop and maintain the Firm budget.
• Manage all Firm insurance policies.
• Serve as the primary liaison with the Firm's accountants and Clarity.
• Manage the complete attorney billing cycle from pre-bills through final invoices.
• Maintain client records and client accounts within LEAP.
• Enter client disbursements, copier charges, and billable expenses.
• Review billing entries for accuracy prior to generating pre-bills.
• Process attorney billing revisions and finalizing invoices.
• Distribute monthly billing statements.
• Communicate directly with clients regarding invoices, payments, payment plans, credits, write-offs, balances, and billing corrections.
• Record professional courtesy credits and write-offs within LEAP.
• Provide backup support for the Bookkeeper, including:
• Processing credit card payments.

Prepare recurring financial and operational reports for the Firm Owners, including:

• Weekly Attorney Assignment Case List.
• Weekly Time Summary Report.
• Monthly Time Summary Report with attorney target-hour analysis.
• Monthly attorney productivity reports.
• Unused retainer reports.
• Accounts receivable reports.
• Monthly and year-to-date profitability reports, including profit and loss comparisons to prior year-to-date performance.

Systems Administration

• Maintain employee access within LEAP by adding new employees and removing former employees.

Administrative Operations (Backup Support)

Provide backup support to the Office HR Manager for administrative operations, including but not limited to:

• Supporting the day-to-day administrative operations of the Firm.
• Assisting with the management of the Firm's operating and information systems.
• Supporting marketing and client development initiatives.
• Assisting with the management of Firm facilities.
• Quick Books
• LEAP
• Microsoft Excel

Role Succession:

Success in this position is demonstrated through:

• Accurate and timely financial reporting.
• Efficient billing and collections processes.
• Well-maintained trust and operating accounts.
• Reliable budget management and financial oversight.
• Timely reporting that supports informed business decisions.
• Effective collaboration with Firm leadership, accountants, and operational partners.