Bookkeeper

Job Description

Job Description

Position Summary

The Client Finance Bookkeeper is responsible for the daily financial and billing operations of client accounts, ensuring accuracy, timeliness, and compliance with fiduciary and internal standards. This position supports the Director of Client Finance by maintaining complete and accurate financial records, processing transactions, reconciling client accounts, and assisting with client billing and reporting. The Client Finance Bookkeeper plays a critical role in supporting fiduciaries and case managers with financial information that upholds client trust and organizational integrity.

Key Responsibilities:

Billing & Financial Transactions

• Prepare and process client billing in accordance with company procedures and deadlines.
• Review and enter billable time accurately into the billing system (e.g., Clio).
• Generate and issue monthly client invoices by established due dates.
• Assist with corrections to time entries, payment allocations, and billing adjustments.
• Track and report billable time to meet departmental productivity goals.

Account Management & Reconciliation:

• Reconcile client bank and investment accounts monthly, ensuring accuracy and completeness.
• Monitor account activity through platforms such as True Link, Alliance Bank, and Foothills Bank.
• Identify and report discrepancies, errors, or unusual activity to the Director of Client Finance.
• Prepare and distribute reconciled bank statements to appropriate team members for review.
• Assist with opening and closing client accounts and maintaining accurate banking records.

Budget & Reporting Support:

• Ensure all client budgets are complete and current; assist in updating quarterly budgets and annual fiscal year budgets.
• Provide financial data and documentation needed for monthly and quarterly reviews.
• Support the preparation of monthly accounting summaries for client files.
• Maintain accurate ledgers and financial documentation for all client accounts.

Compliance & Documentation:

• Maintain organized, accurate, and timely documentation of all client financial activities.
• Ensure compliance with fiduciary, legal, and internal financial standards.
• Assist in preparing VA and Court accountings under the direction of the Director of Client Finance.
• Apply for or update EINs and assist in creating new client entities when required.

Client & Team Collaboration:

• Respond promptly to financial inquiries from fiduciaries, case managers, and property management staff.
• Support the finance team in maintaining a consistent workflow and meeting billing deadlines.
• Communicate effectively with colleagues regarding financial status, discrepancies, and required actions.
• Attend staff meetings and contribute to discussions regarding client finances and departmental improvements.

Performance Expectations:

• Maintain billing accuracy rate of at least 95%.
• Complete all reconciliations and billing within established monthly timelines.
• Maintain compliance with fiduciary and internal standards for all assigned clients.
• Demonstrate accuracy, attention to detail, and timely follow-through on all assigned tasks.

Qualifications:

• Associate or bachelor’s degree in Accounting, Finance, or related field preferred.
• Minimum of 2–3 years of bookkeeping or accounting experience; fiduciary, trust, or client-based finance experience preferred.
• Proficiency with accounting and billing software (e.g., Clio, QuickBooks, Excel).
• Strong organizational and analytical skills with a high level of accuracy.
• Excellent communication and problem-solving abilities.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Core Competencies:

• Ethical judgment and confidentiality
• Accuracy and attention to detail
• Accountability and follow-through
• Strong time management and organization
• Teamwork and communication
• Professionalism and reliability