Administrative Assistant/ Bookkeeping

The Administrative Assistant & Bookkeeper provides administrative, financial, and client service support to the law firm. This position is responsible for maintaining accurate financial records, supporting client intake, managing attorney calendars, preparing invoices, reconciling accounts, and ensuring the firm's day-to-day operations run efficiently.

This position does **not** provide legal advice or perform work constituting the practice of law.

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* Answer and route telephone calls
* Respond to general client inquiries
* Schedule consultations and meetings
* Manage attorney calendars
* Coordinate Zoo ---------- etings
* Draft routine correspondence
* Prepare engagement packets
* Maintain electronic and paper client files
* Scan and organize documents
* Maintain office supplies

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## Client Intake

* Respond to new leads
* Schedule consultations
* Gather preliminary client information
* Enter leads into CRM
* Track lead status
* Send intake forms
* Follow up with prospective clients
* Prepare retainers for attorney review
* Assist with onboarding new clients

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## Bookkeeping

* Maintain QuickBooks Online
* Record income and expenses
* Reconcile bank accounts
* Reconcile credit card statements
* Prepare monthly financial reports
* Monitor accounts receivable
* Process client payments
* Track vendor invoices
* Coordinate with CPA

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## Trust Accounting Support

Under attorney supervision:

* Record trust deposits
* Record trust disbursements
* Maintain client trust ledgers
* Prepare monthly three-way reconciliations
* Generate trust accounting reports
* Maintain supporting documentation

The attorney remains responsible for all trust accounting compliance.

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## Billing

* Prepare draft invoices
* Generate monthly statements
* Monitor unpaid invoices
* Send payment reminders
* Process recurring payments
* Track evergreen retainer balances
* Prepare replenishment notices

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## CRM Management

* Update client records
* Maintain lead pipeline
* Create reports
* Track consultations
* Monitor conversion metrics
* Generate weekly KPI reports

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## Technology

* QuickBooks Online
* Microsoft Office
* Google Workspace
* Adobe Acrobat
* MyCase
* LawPay
* Calendly
* Zoom

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# Qualifications

Required:

* 3+ years administrative experience
* 2+ years bookkeeping experience
* QuickBooks Online proficiency
* Excellent written English
* Strong organizational skills
* Ability to maintain confidentiality

Preferred:

* Law firm experience
* Legal billing experience
* Trust accounting experience
* CRM experience
* Bachelor's degree or equivalent experience


# Performance Metrics

* Lead response within 15 minutes during business hours
* Consultation scheduling rate
* Lead conversion rate
* Invoice turnaround time
* Monthly reconciliation accuracy
* CRM accuracy
* Collections
* Client satisfaction
* Calendar accuracy



Performance bonuses may include:

* Consultation conversion
* Collection targets
* Intake response times
* Billing accuracy
* Client satisfaction

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# Confidentiality

Employee shall maintain strict confidentiality regarding all client information and comply with all attorney-client privilege, privacy, and ethical obligations applicable to the Firm.

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# Limitations

The Administrative Assistant & Bookkeeper shall not:

* Give legal advice
* Interpret laws
* Establish attorney-client relationships
* Determine legal strategy
* Sign pleadings
* Negotiate legal settlements
* Make legal decisions on behalf of attorneys

All legal work shall remain under attorney supervision.