OFFICE LOCATION: Houston
FLSA STATUS: Full-time, Non-Exempt
COMPENSATION: $18 - $27 per hour; commensurate with experience and variable with performance
ORGANIZATIONAL RELATIONSHIPS
Reports to: Office Manager
Supervises: None
Performance Evaluation: Annual
Job Performed: Onsite Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours may vary based on the business needs of the firm or supervising attorney; Employee must have the ability to reliably commute without an option for remote work unless otherwise agreed
POSITION SUMMARY
In furtherance of the attorney’s litigation strategy and in accordance with the values and ethical practices of Lanza Law Firm (LLF), the accounts payable (AP) specialist ensures all bills are paid in an efficient and timely manner. These financial specialists provide administrative and clerical support by processing, verifying, and reconciling invoices, monitoring expenses, and keeping a record of it all for tax purposes. The accounts payable specialist demonstrates excellence in work-product quality and embodies professionalism and courtesy in all communications made on behalf of Lanza Law Firm. This position requires extensive data entry skills including A/P & A/R. Experience with QuickBooks Online, Microsoft Excel, and other traditional office software are required. Experience with CLIO case management software is a plus.
PRIMARY DUTIES & RESPONSIBILITIES
1. Interface with attorneys, secretaries, clients and staff regarding billing matters
2. Compile, analyze and process a high volume of attorney bills to clients on a monthly basis
3. Review and edit pre-bills in response to attorney and manager requests
4. Apply retainer/on-account funds as directed by attorney and as per Firm policy
5. Process write-offs according to Firm guidelines and policy
6. Execute complex bills, such as multiple discounts by matter, split party billing, and preparation of electronic bills, in a timely matter
7. Submit invoices electronically, assisting with bill resolution as required
8. Review an entry’s supporting documentation for accuracy
9. Research and verify descriptions, amounts, rates, client/matter data and client billing requirements and make appropriate corrections
10. Create billing schedules and various billing analyses as required, assist with monthly status reports, monthly closings, and other ad-hoc financial reporting as needed
11. Create Purchase Orders in accordance with Lanza Law Firm Purchasing Procedures and annual budget
12. Compare invoices to orders checking for accuracy, receipt of goods or services, and/or discrepancies; make payments in a timely manner or ensuring forwarding and receipt by any responsible party (i.e., client or adjuster)
13. Review all quotes for appropriate documentation for prior approval to set up purchase orders to vendors
14. Prepare Request for Payment following applicable carrier’s billing guidelines and procedures for carrier-direct payment to vendors; Retain and file W-9’s for new vendors and expert witnesses as required by client billing guidelines and procedures
15. Maintain accurate and complete accounts payable records and ensure compliance with internal controls and audit requirements
16. Enter and code invoices, expense reports, check requests, etc., with correct codes conforming to standard procedures to ensure proper entry into the financial system
17. Investigate and resolves problems associated with processing payment of invoices
18. Receive, researches and resolves a variety of routine internal and external inquiries concerning vendor payments, including communicating the resolution of discrepancies to appropriate persons
19. Performs other duties as required to support Accounting Department
20. Audit and process credit card bills for appropriate documentation and approval prior to payment
21. Employee Travel - coordinating arrangements as necessary
KNOWLEDGE, SKILLS, and ABILITIES (KSAs)
1. Detail-oriented, organized, work with minimal supervision, and self–motivated
2. Ability to interact with all levels of staff
3. Ability to establish and maintain professional working relationships with outside vendors
4. Ability to organize workload efficiently prioritize/meet multiple demands and deadlines
5. Ability to work cooperatively with coworkers as a team player
6. Principles of legal writing and Lanza Law Firm style guidelines
7. Problem identification, analysis, and evaluation
8. Principles of effective writing and verbal presentation
9. Business math for completing non-technical calculations such as addition, subtraction, multiplication, and division
10. Computer information systems, including personal computer applications, work processing and spreadsheets, Time and Attendance Management and Employee Pay Systems, and Client Billing and Timekeeping applications
11. Knowledge of LexisNexis, ReSearch Texas, Westlaw, Fast case, or other computerized legal research system(s)
FUNCTIONAL/TECHNICAL ABILITIES
1. Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat
2. Familiarity with systems, processes, and applications used in the legal environment, including enterprise time and billing, ProDoc, Pacer, Texas E-filing systems, ADP and CLIO systems/applications
3. Exceptional prioritization, problem-solving, organizational and project management skills
4. Able to work well in a dynamic environment, and to respond effectively with calm, resourcefulness, and flexibility in demanding situations
5. Professional, tactful, honest, respectful, courteous, cooperative, and client-centric spirit that embraces diversity and inclusion
6. Possess visual capability and digital dexterity to operate a computer and other standard office equipment
7. Communicate clearly and effectively in person and in writing
8. Communicate effectively by telephone or email
9. Endure prolonged periods of sitting
MINIMUM QUALIFICATIONS
1. Minimum of 2-3 years of accounts payable/receivable experience required; 3 to 5 years of billing experience in a large law firm preferred
2. Bachelor’s degree, or equivalent work experience in a field that develops the skills required for the functions and responsibilities of the position, and
3. Successful completion of the Lanza Law Firm pre-hiring process; and,
4. Successful completion of the Lanza Law Firm 90-Day Introductory Period
BENEFITS*
· Health Insurance
· Dental Insurance
· Vision Insurance
· Group Life Insurance
· Voluntary Life Insurance
· Paid Time Off, including:
o 10 days of vacation each year for the first five (5) years of employment
o Accrual rates increase based on years of service
o Seven (7) observed holidays
· Professional development opportunities
*All full-time LLF Employees become eligible to enroll in company-sponsored benefit plans following successful completion of the Introductory Period of Employment, enrollment effective dates vary based on specific plan details. The extent of Lanza Law Firm’s plan participation and offering of the benefits listed above may vary from year to year.
BELONGING AT LANZA LAW FIRM
At Lanza Law Firm, we believe that our success begins and ends with our people. We embrace and celebrate diverse perspectives and value unique individual contributions and experiences. We believe each team member has an important role in the ongoing success of the firm. We are proud to be an Equal Opportunity Employer that celebrates the diversity of the communities where we live and do business. We foster a culture of belonging, mutual respect, teamwork, and empowerment.
We are committed to providing equal employment opportunities and ensuring that all qualified applicants receive consideration for employment without regard to gender identity and expression, race, color, religion, sex, national origin, sexual orientation, age, disability, ancestry, marital status, military or veteran status, or any other characteristic protected by law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment and dismissal. In addition, it is LLF policy to provide an environment that is free of unlawful harassment of any kind including, without limitation, that which is sexual, racial, age-related, disability-related or ethnic background-related.
Job Type: Full-time
Pay: $18.00 - $27.00 per hour
Expected hours: 40 per week
Benefits:
- AD&D insurance
- Dental insurance
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Vision insurance
Experience level:
Physical setting:
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Accounting: 3 years (Required)
- Microsoft Excel: 3 years (Required)
Ability to Commute:
- Bellaire, TX 77401 (Required)
Work Location: In person