Accounting Assistant

Summary: Performs a variety of accounting duties according to established policies and procedures which may include expense report review, domestic accounts payable, entry of foreign vendor invoices or review of foreign invoices submitted by attorneys and staff, processing the quick checks, and posting cost entry for the Firm and processing trust receipts and disbursements. Maintains contact with attorneys and staff and observes confidentiality of client and firm matters.

Key Responsibilities:

• Utilizes computerized accounting, payables and general ledger software programs.

• Reviews expense reports submitted by attorneys and staff.

• Processes a portion of the Firm’s domestic accounts payable invoices as assigned. Ensures proper approvals are received on all invoices for client billable and Firm charges.

• Reviews vendor statement of accounts.

• Vendor set-ups and 1099 process.

• Requests and reviews form W-9 from domestic vendors.

• Processes weekly accounts payable check run.

• Posts client disbursements on a monthly, semi-monthly or weekly basis, depending on the type of cost such as FedEx, etc.

• Makes necessary corrections to charges posted to clients as directed by attorneys.

• Processes the Firm’s international accounts payable invoices as assigned. Ensures proper approvals are received on all invoices for client billable and Firm charges.

• Requests and reviews form W-8 from foreign vendors.

• Prepares quick checks for charges posted to client and firm accounts on a daily basis.

• Monitors entries made to the unapplied cost account and makes certain the transactions are transferred to valid matters in a timely manner.

• Processing the trust account receipts and disbursements.

• Develops spreadsheets utilizing Excel.

• Operates office equipment including personal computer, copiers, and 10-key calculator.

• Maintains telephone and personal contact with clients, attorneys and staff on charges posted to matters.

• Other duties as assigned.

Qualifications:

• Ability to read, write and perform arithmetic computations at a level normally acquired through completion of high school or equivalent in order to maintain and verify accounts.

• Approximately six months to one year of on-the-job experience necessary in order to gain an understanding of finance policies and procedures and effectively operate equipment/software with minimum supervision in order to carry out routine accounting duties with minimal supervision.

• Ability to organize and prioritize numerous tasks and complete them under time constraints.

• Ability to respond to requests requiring analysis and support of checks issued and disbursements posted to clients.

• Interpersonal skills necessary in order to communicate in person, by e-mail and telephone and follow instruction effectively from a diverse group of attorneys and staff and to provide information with ordinary courtesy and tact.

• Work occasionally requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing other essential duties.

• Demonstrated exemplary track record in the handling of (personal and/or business) fiscal responsibilities and matters.

• Work may occasionally require more than 37.5 hours per week to perform the essential duties of the position.

Working Conditions:

• Normal office environment with little exposure to excessive noise, dust, temperature and the like.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

 

Equal Employment and Opportunity Statement:

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.