Administrative Assistant (Accounting)

At Haynes and Boone, our people are the driving force behind our success. We hire individuals who contribute to our professional reputation, enhance client relationships, and share in our success.

About the role

The Administrative Assistant (Accounting) supports the firm’s Chief Financial Officer and Finance and Accounting team by performing administrative functions and tasks related to the department. This position requires a high degree of independent judgment, discretion, organizational skills, and attention to detail.

Responsibilities

• General Department Support
  • Maintain the Finance & Accounting department’s firm Portal site and update as needed
  • Coordinate department meetings and events
  • Support the CFO and department directors and managers with administrative tasks such as expense reports or meeting scheduling
  • Handle confidential and non-routine information
  • Work independently and within a team on special, nonrecurring, and ongoing projects
• Billing Support
  • Coordinate paper invoice distribution for clients who require it
  • Gather or create cost backup details for clients who require it to be attached to their invoices
  • Provide support for documentation requests from other departments such as the Office of General Counsel or the Records Department
  • Maintain the Client Accruals Request tracking
  • Assist with routine requests for client information or new matter intake processing
• Accounting Support
  • Respond to client W9 tax form, new vendor, and ACH form requests
  • Receive vendor 1099 tax forms and organize files for tax return preparation/research
  • Provide verbal confirmation of payment details when required
  • Provide backup support for Cash Desk including remote bank deposits

Requirements

• At least one year of general office experience or training, or an equivalent combination of education and experience
• Experience working within a law firm or professional services environment preferred
• Broad range of technical abilities, with a demonstrated aptitude and willingness to learn new software/applications
• Proficiency with Microsoft Office applications
• Strong attention to detail, time management, and organizational skills
• Ability to effectively multi-task and prioritize work to meet deadlines
• High school diploma or equivalent; some college education preferred

Physical Demands

• Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.
• Remains stationary at least 80% of the time
• Regularly operates computers and other office productivity machines (e.g., fax machine, copier, printer)
• Occasionally required to move documents or files weighing up to 15 lbs.
• Constant communication and exchange of information with firm attorneys, clients, and staff
• Must be able to inspect and observe information on a computer screen at least 80% of the time

Working Conditions

• Office environment
• Overtime may be required on occasion

Reports to the Chief Financial Officer.