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Assistant Office Manager Bieser Greer & Landis

LLP - 5.0

Dayton, OH Job Details Full-time $35 - $39 an hour 5 hours ago Benefits Health insurance Dental insurance 401(k) Flexible spending account Paid time off Vision insurance Flexible schedule Life insurance Retirement plan Qualifications Teamwork Attention to detail Organizational skills Law office experience Time management Full Job Description Bieser, Greer & Landis LLP is seeking an organized, detail-oriented, and dependable Assistant Office Manager to join our law firm's administration team. This position plays an important role in the firm's daily financial and administrative operations and works closely with the Office Manager, attorneys, and staff. The ideal candidate will have strong accounting and organizational skills, excellent attention to detail, and the ability to manage multiple deadlines while maintaining confidentiality and accuracy. This is an excellent opportunity for an experienced accounting or law-firm administrative professional who enjoys working independently while being part of a collaborative team. Key Responsibilities Client Billing & Electronic Billing Prepare and process monthly and quarterly client bills for attorney review. Finalize, post, and distribute client invoices by mail or email. Process electronic billing through client-specific e-billing platforms. Set up new electronic billing clients and maintain required billing information. Maintain client rate schedules and timekeeper information within electronic billing systems. Maintain firm standard and contracted client rate schedules. Accounts Payable Enter and process vendor invoices and attorney/staff check requests. Process payments for vendors, experts, firm overhead, and other approved expenses. Prepare and process checks and handle voids/reissues as needed. Maintain vendor information and required W-9 documentation. Assist with annual 1099 reporting requirements. Maintain accurate vendor records within the firm's accounting software. Accounts Receivable & Collections Post client payments, incoming checks, ACH payments, wire transfers, and credit card payments. Prepare and process deposits. Maintain client AutoPay/payment schedules. Review accounts receivable and aged balances. Prepare and send monthly reminder statements. Communicate with clients regarding payment arrangements and account balances. Work with attorneys and the Office Manager regarding delinquent accounts and collections. IOLTA / Trust Accounting Assist with maintaining accurate client trust/IOLTA accounts. Verify that funds designated for trust are properly deposited. Process transfers of retainer funds from operating to trust accounts as appropriate. Process trust-account checks at the direction of attorneys. Review trust reports and assist with processing refunds and other trust-related transactions. Maintain accuracy and documentation in accordance with firm procedures. Client & Matter Administration Review new prospects entered by staff and verify information. Create new clients and matters in the firm's accounting software. Maintain firm and client information within the accounting system. Process subaccounts for escrow funds as needed. Maintain accurate client/matter records. Records Retention & Office Administration Maintain the firm's closed-file and records-retention databases. Track retention and destruction dates for closed files. Coordinate storage, retrieval, and destruction of physical records. Coordinate shredding and records-retention services. Assist with maintaining the firm's digital closed-file and archival records. Maintain general office supplies and coordinate ordering through vendors. Assist the Office Manager with research, vendors, software, and other operational needs. Qualifications Previous experience in accounting, billing, accounts payable/receivable, or financial administration required. Experience in a law firm or professional-services environment strongly preferred. Experience with client billing and/or trust/IOLTA accounting strongly preferred. Strong attention to detail and commitment to accuracy. Excellent organizational and time-management skills. Ability to manage confidential financial and client information. Strong written and verbal communication skills. Ability to work independently, prioritize competing deadlines, and follow established procedures. Proficiency with Microsoft Excel, Word, and Outlook . Experience with accounting or practice-management software preferred; experience with SurePoint FinanceCore (formerly Coyote) Accounting Software is a plus. What We're Looking For The successful candidate will be someone who is highly organized, financially detail-oriented, dependable, and comfortable taking ownership of recurring deadlines . This position requires someone who can confidently work with attorneys, clients, vendors, and staff while maintaining professionalism and discretion. Experience with law-firm billing, IOLTA/trust accounting, collections, or legal accounting systems is highly valued. Why Join Us? Bieser, Greer & Landis LLP is a full-service law firm that values professionalism, teamwork, accountability, and excellent service to our clients. The Assistant Office Manager is an integral part of the firm's administrative and financial operations and will have the opportunity to contribute across a broad range of functions.

Pay:

$35.00 - $39.00 per hour Expected hours: 35.0 - 40.0 per week

Benefits:

401(k) Dental insurance Flexible schedule Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person