Trust Accounting Specialist

Overview

This full-time contractor role is responsible for accurate bookkeeping, invoice management, deposit recording, client earnings tracking, and reconciliation activities across multiple financial systems. The position is fully remote and supports timely, reliable financial reporting.

Responsibilities

• Check Processing and Posting: Accurately record checks in QuickBooks for printing by the Finance Administrator, following established procedures and management guidelines.
• Invoice Management: Enter and maintain client invoices in QuickBooks to ensure accurate financial records and earnings reporting.
• Deposit Recording: Record deposits from trust bank accounts, Zelle, and other payment sources in QuickBooks to maintain accurate financial tracking.
• Client Earnings Tracking: Accurately record and monitor client earnings in QuickBooks to support reliable financial reporting.
• Client Account Reconciliation: Reconcile client balances across QuickBooks, TrustBooks, and CampLegal to ensure consistency and accuracy.
• Expense Categorization: Review and categorize expenses from bank and credit card feeds in QuickBooks to support accurate monthly financial reporting and reconciliation.
• Bill Payment Monitoring: Track bill payments and outstanding expenses to support timely processing and accurate financial records.
• Bank Reconciliation: Perform bank reconciliations by verifying transactions against recorded invoices, deposits, and other financial entries.
• Task and Priority Management: Maintain an organized workflow and keep assignments updated according to management guidelines and deadlines.
• Meeting Participation: Participate in operational and strategic meetings as needed to support departmental coordination and continuous improvement.
• Additional Duties: Perform other accounting, financial record-keeping, and administrative tasks as assigned.

Required Qualifications

• Demonstrated experience in accounting, bookkeeping, finance, or a related field.
• Practical knowledge of financial record-keeping, transaction processing, and account reconciliation.
• Familiarity with accounting software and financial reporting processes.

Preferred Qualifications

• Bachelor’s degree in accounting, Finance, Business Administration, or a related field.
• Experience with trust accounting, preferably within a law firm or legal services environment.
• Hands-on experience with QuickBooks.
• Familiarity with TrustBooks and CampLegal.
• Relevant accounting or finance certifications.

Core Competencies

• Accounting and Financial Knowledge: Bookkeeping principles, financial transactions, account reconciliation, and accurate financial reporting.
• Attention to Detail: Maintain precise financial records, identify discrepancies, and ensure data accuracy.
• Organization and Time Management: Manage multiple responsibilities, prioritize tasks, and meet deadlines in a fast-paced environment.
• Analytical and Problem-Solving Skills: Investigate discrepancies, identify potential errors, and recommend resolutions.
• Technical Proficiency: Efficiently navigate QuickBooks and other financial systems.
• Communication and Collaboration: Communicate effectively, collaborate across departments, and respond constructively to feedback.
• Accountability and Integrity: Commitment to confidentiality, accuracy, and responsible handling of financial information.
• Adaptability: Adjust to changing priorities, procedures, and business requirements.

Technical Requirements

• Computer: Intel Core i5 (8th generation or newer), AMD Ryzen 5 (3000 series or newer), or Apple Mac with M1 chip or newer.
• Memory and Storage: Minimum 8 GB RAM and 256 GB SSD.
• Operating System: Windows 11 or macOS.
• Monitors: Two screens required.
• Headset: USB-connected wired or wireless headset.
• Internet Connection: Stable wired internet connection with a minimum speed of 20 Mbps.

Key Performance Indicators (KPIs)

• #1: Check Processing and Quality Assurance
  • Ensure all checks are accurately entered into QuickBooks daily, including the payee, purpose, expense category, and originating account.
  • Verify entries are complete and consistent with supporting documentation and management guidelines.
• #2: Invoice Accuracy and Quality Assurance
  • Ensure all client invoices are accurately entered and reflected in QuickBooks during each IOLTA reporting week.
• #3: Deposit Accuracy and Quality Assurance
  • Verify that all client payments and deposits from applicable sources are accurately recorded in QuickBooks.
• #4: Client Account Reconciliation and Quality Assurance
  • Maintain accurate and consistent client balances across QuickBooks, TrustBooks, and CampLegal by identifying, investigating, and resolving discrepancies in a timely manner.

Work Environment

• Employment Type: Full-time contractor.
• Work Arrangement: Remote.
• Work Expectations: Ability to manage assigned responsibilities independently while maintaining clear communication with management and relevant departments.

Compensation & Benefits

• Compensation: Depending on experience.
• Schedule: 40 hours per week.
• Benefits Include:
  • Paid Time Off (PTO)
  • Mental Health Days
  • Company Holidays

Location

Remote.