Accounting Assistant

Key Responsibilities

• Review check request queues and regularly monitor the Sage check queue.
• Print checks for prepaid client cost expenses.
• Match check documentation to printed checks.
• Mail checks and upload supporting documentation into the appropriate client matter.
• Absorb outstanding check records, including trust checks returned to the firm.
• Maintain and update the insurance resolution check spreadsheet for all resolution checks received.
• Color code and track checks approved for deposit.
• Prepare and deliver approved insurance checks to the bank for deposit.
• Return deposit receipts to the firm and attach them to deposit slip copies.
• Use Foundation AI to upload insurance check deposit slips into each applicable matter in Litify.
• Scan copies of trust checks and organize check scans by matter.
• Enter client names and matter numbers in email subject lines before forwarding to case managers and the disbursements team.
• Complete required information for attorney incentive tracking.
• Absorb attorney incentive spreadsheet entries related to firm fee checks.
• Input firm fee deposits into Sage.
• Prepare and complete bank deposits twice daily for insurance checks, associated checks, and cash payments for defense cases.
• Respond to bank verification calls regarding client disbursement checks.
• Ensure deposit documentation is complete, accurate, and properly filed.
• Review the Accounts Payable email inbox daily for invoices.
• Save invoices in the appropriate A/P folder.
• Upload invoices into Ramp.
• Absorb bill payment processing twice monthly, generally on the 15th and 30th.
• Manage the Sage bank feed.
• Enter manual deposits into Sage as needed.
• Maintain accurate records and support timely reconciliation of accounting activity.

Qualifications

• Previous accounting, bookkeeping, administrative, or accounts payable experience preferred.
• Experience with Sage, Ramp, Foundation AI, Litify (Salesforce) or similar accounting/payment platforms is a plus.
• Strong attention to detail and accuracy when handling checks, deposits, invoices, and financial records.
• Ability to manage confidential financial and client information with discretion.
• Strong organizational and time management skills.
• Comfortable working with spreadsheets and maintaining tracking logs.
• Ability to communicate professionally with internal team members and banking contacts.
• Reliable, proactive, and able to follow established processes consistently.
• Law firm or professional services experience preferred but not required.