Billing & Payroll Coordinator

Donahue Fitzgerald LLP is seeking a highly diligent and technically proficient Billing Accounting and Payroll Coordinator to join our accounting team in Oakland. This pivotal role is responsible for the integrity of our full-cycle legal billing operations and the precision of our California payroll administration. We are looking for a professional who brings a sophisticated understanding of professional services accounting and a commitment to maintaining the high operational standards of a mid-sized law firm. The successful candidate will serve as a proactive partner to our attorneys and staff, ensuring financial accuracy, regulatory compliance, and exceptional service delivery.

Essential Job Duties

• Direct the monthly billing cycle for assigned timekeepers, including preparing and revising pre-bills, performing narrative edits, and processing write-offs and adjustments.
• Ensure timely delivery of invoices via mail, email, or e-billing portals (LEDES). Resolve submission errors and 3rd party payer discrepancies with urgency.
• Ensure E-billing issues are identified and promptly resolved, including addressing rejected invoices as well as working with attorneys and their secretaries to obtain LEDES IDs
• Manage new matter intake for accuracy, maintain client billing profiles, and coordinate with Partners to ensure valid timekeeper and matter rates.
• Act as a resource for billing attorneys by generating custom reports and providing proactive updates on trust balances and outstanding AR.
• Facilitate the accurate application of incoming payments (ACH, Wire, Check, Credit Card) and investigate any payment variances.
• Utilize ADP Workforce Now to process bi-weekly and monthly payroll for partners and exempt/non-exempt staff, ensuring 100% accuracy and strict adherence to firm policies.
• Maintain payroll records and practices in full alignment with California wage and hour laws, specifically regarding overtime calculations, meal/rest period premiums, and final pay requirements.
• Support the firm's annual 401(k) audits by providing necessary documentation and generating critical management reports for plan compliance.
• Serve as the primary point of contact for staff inquiries regarding payroll, tax withholding, and timekeeping.

Qualifications & Skills

• Minimum 3 years of legal billing or accounting experience within a professional services environment. Direct experience with California payroll administration is highly preferred.
• Proficiency in law firm billing and accounting systems (e.g., LMS, Elite, or Aderant).
• Advanced experience with ADP Workforce Now or similar applications.
• Strong knowledge of the Microsoft Office suite (specifically advanced Excel).
• Strong knowledge of California wage and hour regulations, including meal and rest periods, overtime calculations, and final pay requirements.
• Proven ability to manage high-volume transactional tasks while remaining adaptable to pivoting priorities based on firm needs.
• Ability to take direction and work independently with little or no supervision, as well as part of a team.
• Exceptional interpersonal skills with the ability to communicate with courtesy and tact across a diverse group of attorneys, staff, and clients.
• Ability to accept and integrate feedback from multiple stakeholders.
• Unwavering commitment to maintaining a high ethical standard and strict confidentiality.

Minimum Requirements

• Ability to work a 40-hour workweek; Monday through Friday.
• To facilitate comprehensive training and integration, the first 90 days will be 100% in-office.
• Following 90 days, the firm offers a hybrid schedule of 3 days in-office and 2 days remote.
• Ability to work beyond standard hours when required to meet critical month-end billing or payroll deadlines.

How to Apply

Please submit your resume and a brief cover letter outlining your experience.

The estimated annual base salary range for this position is $75,000 - $85,000. Salary determinations are made based on numerous factors including, but not limited to years of relevant experience and job knowledge required for this role.

Donahue Fitzgerald LLP is an Equal Opportunity Employer.