Office Administrator / Bookkeeper

James, House, Swann & Downing, P.A.; Little Rock (AR); On-site; USD 52,000 - 75,000; Full time

Job summary

James, House, Swann & Downing, P.A. in Little Rock, AR, seeks a senior Bookkeeper and Office Administrator to serve as the financial and operational backbone.

The ideal candidate brings deep experience in legal bookkeeping, proficiency in QuickBooks and Tabs, and a track record handling confidential information.

This full-time role covers AR/AP, payroll coordination with outsourced provider, billing, reports, and HR/admin duties with minimal supervision.

Qualifications

• Minimum 5 years of experience in bookkeeping and/or office management.

Responsibilities

• Serve as the full-charge bookkeeper for firm financial activity, including accounts receivable and accounts payable.

Skills

Attention to detail

Discretion

Organizational skills

Communication

Independent work

Education

Bachelor’s or Associate’s degree in Accounting/related field

Tools

QuickBooks (desktop/online)

Tabs3 / Tabs billing software

Microsoft Excel

Microsoft Word

Job description

We are a civil focused law firm headquartered in Little Rock, Arkansas, seeking an experienced Bookkeeper and Office Administrator to serve as the financial and operational backbone of our practice backed by support staff and outsourced functions. This is a senior-level, full-time position for a meticulous, trustworthy professional who can manage the firm’s financial operations and day-to-day office administration with minimal supervision.

The ideal candidate brings deep expertise in legal industry bookkeeping, a commanding knowledge of QuickBooks and Tabs legal billing software, and the professionalism required to handle highly confidential compensation and financial information.

KEY RESPONSIBILITIES

• Serve as the full-charge bookkeeper for firm financial activity, including accounts receivable and accounts payable
• Process and manage attorney and partner compensation calculations and distributions
• Process client billing using Tabs legal billing software
• Issue and reconcile firm checks
• Track, categorize, and report firm expenses
• Provided support where necessary for payroll and payroll tax filings (which is outsourced and processed by a third-party company) accurately and on time
• Prepare and deliver financial reports to firm leadership
• Maintain and secure bank account logins and credit card account access

Office & Systems Management

• Serve as the central administrator for all firm systems, logins, and passwords
• Handle HR matters including onboarding, recordkeeping, and employee file management
• Manage office operations, vendor relationships, and administrative workflows
• Maintain strict confidentiality of financial, personnel, and firm data

QUALIFICATIONS

Required

• Minimum 5 years of experience in bookkeeping and/or office management
• Expert-level proficiency in QuickBooks (desktop and/or online)
• Proficiency in Microsoft Excel and Microsoft Word
• Demonstrated experience processing payroll and payroll taxes
• Proven ability to handle highly sensitive and confidential financial data with discretion
• Strong organizational and communication skills with exceptional attention to detail
• Ability to work independently and manage multiple priorities in a fast-paced legal environment

Preferred

• Working knowledge of Tabs3 / Tabs legal billing software
• Prior experience as a bookkeeper or office manager/administrator in a law firm setting
• Familiarity with legal trust accounting (IOLTA) requirements
• Associate’s or Bachelor’s degree in Accounting, Business Administration, or a related field