Finance Operations Manager

Job Description

Job Description

The Opportunity

Scahill Law Group is seeking an experienced Finance Operations Manager to take ownership of the firm's day-to-day financial operations.

This is a highly hands-on position for someone who enjoys being close to the details of a business. The Finance Operations Manager will be responsible for managing the movement of money throughout the firm — overseeing payables, banking and cash activity, reconciliations, financial reporting, payroll support, benefits administration, and related financial processes.

Scahill Law Group partners with an outside accounting firm that handles much of the firm's technical accounting, tax preparation, and filings. This position will serve as the key internal point person for financial operations , ensuring transactions are accurately recorded and categorized, accounts are reconciled, reports are prepared, and the firm's outside accountants have the accurate information they need.

The ideal candidate is organized, detail-oriented, highly trustworthy, and willing to roll up their sleeves. Just as importantly, this person will be collaborative and approachable — someone who takes the time to understand existing processes and build relationships before identifying opportunities for improvement.

Requirements

Key Responsibilities

Banking, Treasury & Cash Management

• Monitor the firm's bank accounts and day-to-day cash position
• Manage firm-wide cash flow and the timing of outgoing payments
• Review daily banking activity, including EFTs, wires, cleared checks, deposits, and credit card transactions
• Manage and reconcile the firm's credit line, including borrowing and repayment activity
• Process remote deposits and upload checks through Positive Pay
• Review and resolve Positive Pay and ACH exceptions
• Maintain accurate records of deposits, EFTs, checks, and other banking transactions
• Reconcile bank accounts and credit card statements on a monthly basis

Accounts Payable & Financial Operations

• Manage the firm's accounts payable process and ensure bills are paid accurately and on time
• Review, code, and process vendor invoices and firm expenses
• Prepare and issue firm checks, ACH payments, client expense checks, and vendor payments
• Ensure outgoing payments are properly authorized, documented, and categorized
• Track attorney referral fees and coordinate timely payments
• Review client-related expenses and work with internal teams to ensure expenses are properly billed and recorded
• Reconcile the firm's AMEX activity and accurately categorize expenses
• Prepare annual 1099 information for the firm's outside accountants
• Assist with accounts receivable and collections-related processes as needed

QuickBooks, Reconciliation & Accounting Support

• Maintain accurate day-to-day financial information within QuickBooks Desktop
• Enter and categorize deposits, payments, EFTs, expenses, and other financial transactions
• Perform monthly bank and account reconciliations
• Review expense categorization and investigate discrepancies or unusual activity
• Review monthly P&L reports and identify potential errors or inconsistencies for follow-up
• Prepare organized financial information and supporting documentation for the firm's outside accounting team
• Serve as the primary liaison with outside accountants on day-to-day financial matters, tax preparation, quarterly estimated taxes, and other requests
• Help maintain strong internal controls surrounding the receipt and disbursement of firm funds

Financial & Operational Reporting

Prepare and maintain recurring reports used by firm leadership and attorneys, including:

• Monthly Closed Cases Reports
• Attorney Paid Billing Reports used for monthly bonus calculations
• Attorney and Staff Monthly and Year-to-Date Billing Reports
• Non-Billable Hours Reports
• Monthly deposit and billing reconciliations
• Additional financial and operational reports requested by firm leadership

Work closely with the firm's billing team to ensure financial information is accurate and that payments, collections, client expenses, and related activity are properly captured.

Payroll, Benefits & 401(k) Administration

• Assist with and help oversee payroll processing through ADP
• Verify attorney and staff payroll information for accuracy
• Coordinate payroll-related reporting and documentation
• Manage unemployment claims and related administrative filings
• Administer employee medical and dental benefits
• Manage Disability and Paid Family Leave contributions
• Coordinate administrative responsibilities related to the firm's 401(k) plan
• Manage employee eligibility communications and withdrawal approvals
• Coordinate annual Form 5500 requirements and work with outside providers and auditors as needed

Affiliated Entity Financial Administration

Provide bookkeeping and financial operations support for an affiliated business entity, including:

• Preparing monthly sales and payment reports
• Posting payments and managing bank deposits
• Issuing checks and ACH payments
• Categorizing expenses within the appropriate accounts
• Reconciling checking accounts and credit card statements
• Reviewing monthly P&L reports for accuracy and investigating discrepancies
• Preparing financial information for tax preparation and 1099 reporting

Confidential Financial Support

• Provide financial and administrative support to firm leadership as needed
• Handle sensitive firm, partner, and related financial information with a high degree of judgment and discretion
• Maintain strict confidentiality regarding financial information

What We're Looking For

• 5+ years of experience in financial operations, bookkeeping, finance administration, or a related position
• Strong experience with accounts payable, banking, cash management, and account reconciliations
• Hands-on experience using QuickBooks; QuickBooks Desktop experience is strongly preferred
• Ability to understand and review financial reports, including P&L statements, and identify discrepancies or unusual activity
• Experience with payroll administration; ADP experience is preferred
• Exposure to employee benefits and 401(k) administration is a plus
• Strong Microsoft Excel, Word, and Outlook skills
• Excellent attention to detail and organizational skills
• Ability to manage multiple recurring responsibilities and deadlines independently
• Strong judgment and discretion when working with confidential financial information
• Experience within a law firm, professional services organization, or similarly structured business is preferred