We are looking for an experienced Office Manager/Bookkeeper to support the daily financial and administrative operations of a growing legal practice in Louisville, Kentucky. This position combines hands-on accounting work with office coordination, requiring someone who is organized, discreet, and comfortable handling sensitive financial information. The ideal candidate brings strong reconciliation skills, confidence working with high-value transactions, and a steady approach to supporting both staff and leadership.
Responsibilities:
- Oversee day-to-day bookkeeping activities, including processing payables, tracking receivables, and maintaining accurate financial records for operating expenses and vendor invoices.
- Perform detailed account reconciliations, with a strong focus on trust activity, settlement-related transactions, and accurate allocation of funds between clients, expenses, and firm accounts.
- Maintain the trust account ledger and ensure all disbursements and related documentation are recorded with precision and confidentiality.
- Coordinate payroll submission through Paychex for a 16-person team and verify employee pay data for accuracy before each payroll cycle.
- Record, review, and post monthly expenses in QuickBooks while supporting organized financial reporting and month-end close activities.
- Partner with the firm’s external accounting and tax advisors to provide documentation needed for month-end review and tax preparation.
- Manage office administration tasks such as purchasing supplies, monitoring inventory, and helping keep the workplace running efficiently.
- Support annual administrative processes, including malpractice insurance applications, employee benefit plan review with the broker, and planning quarterly team events.
- Track employee administrative records and assist with general HR-related coordination as needed.
- Bachelor’s degree in any field is required.
- At least 5 years of experience in bookkeeping, office management, accounting, or a related administrative finance role.
- Hands-on experience with QuickBooks, including the ability to work within desktop-based accounting environments.
- Strong background in account reconciliation and financial recordkeeping, ideally involving high-dollar transaction activity.
- Familiarity with trust account management, legal settlement accounting, or similarly regulated fund tracking is highly preferred.
- Experience processing payroll through Paychex or a comparable payroll platform.
- Advanced Excel skills and the ability to manage, review, and organize financial data accurately.
- High level of discretion, reliability, and professionalism when handling confidential financial and employee information.