About the Role
We are seeking a detail-oriented, trustworthy Bookkeeper to own the firm's day-to-day financial operations. This is a hands-on role responsible for keeping our books accurate, our trust accounting compliant, and our settlement and provider payments clean from intake through case closure. You'll work closely with the Managing Attorney, the Office Manager, paralegals, and Case Managers, and you'll be trusted with highly confidential financial information.
If you take pride in tidy ledgers, reconcile to the penny, and never let a client trust balance slip, we'd like to meet you.
What You'll Do
QuickBooks & General Ledger
· Categorize all firm transactions in QuickBooks accurately and on a consistent schedule, assigning each entry to the correct account, class, and matter where applicable
· Maintain a clean, current chart of accounts aligned with the firm's tax return and prior-year categorization practices
· Record all income and disbursements; post payments from clients, insurers, and other sources to the correct accounts
· Keep general ledger entries supported with documentation; resolve uncategorized and unmatched transactions promptly
· Maintain organized digital records of receipts, invoices, and supporting documents for every entry
Trust Accounting (IOLTA)
· Maintain the IOLTA spreadsheet as the live record of all client trust funds, keeping client-level balances accurate and current
· Record all IOLTA deposits, disbursements, and transfers; ensure no client ledger is ever overdrawn
· Perform monthly three-way reconciliation of the trust bank account, client ledgers, and the trust liability balance; investigate and resolve discrepancies before month-end close
· Ensure trust transactions comply with applicable trust accounting rules; flag any potential compliance concern to Managing Attorney immediately
· Keep complete, audit-ready documentation for every trust transaction
Settlement Ledger Review
· Review settlement ledgers for accuracy before disbursement; verify settlement amount, attorney fees, costs, liens, provider balances, and net to client
· Confirm every line on the ledger ties to supporting documentation and matches CasePeer and QuickBooks records
· Verify math on all settlement statements; flag duplicates, missing balances, or unresolved liens to the attorney or paralegal before funds are released
· Confirm settlement funds are received and cleared before disbursement checks are issued
Provider Payment Tracking
· Track all medical provider payments owed and paid across active and settling cases; maintain a running record of outstanding provider balances
· Verify provider payment amounts against approved reductions and final settlement ledgers before payment is issued
· Record provider payments in QuickBooks and update the corresponding case records; confirm balances are zeroed out once paid
· Reconcile provider balances regularly with case files; flag discrepancies to the responsible paralegal or Case Manager
Reduction Follow-Ups
· Track the status of all requested and pending provider and lien reductions; maintain a current log of what has been requested, approved, and finalized
· Follow up with providers, lienholders, and health plans on outstanding reduction requests until resolved
· Confirm final reduction amounts are documented and reflected in the settlement ledger and QuickBooks before disbursement
· Coordinate with the Case Manager and paralegals to ensure no reduction is missed prior to closing a case
Line-of-Credit & Expense Management
· Manage and track all line-of-credit activity; record draws, repayments, and interest accurately in QuickBooks
· Maintain a current view of the outstanding line-of-credit balance and available credit; report status to Attorney Lowe on a regular schedule
· Track advanced client costs and case expenses; ensure they are recorded against the correct matter and recovered at settlement
· Verify and categorize all firm operating expenses; match expenses to receipts and approved budgets
· Flag unusual, duplicate, or unapproved expenses to Attorney Lowe before payment
Accounts Payable & Receivable
· Manage accounts payable; verify, categorize, and schedule vendor and supplier bills for payment
· Prepare and issue payments with supporting documentation; maintain accurate vendor records
· Manage accounts receivable; record incoming payments and follow up on outstanding balances
· Coordinate with the Office Manager on check preparation, deposits, and money movement between accounts to maintain a clean division of duties
Reconciliation & Reporting
· Perform monthly bank and credit card reconciliations for all firm operating and trust accounts
· Prepare standard financial reports for Attorney Lowe on a regular schedule, including profit and loss, balance sheet, and cash-flow summaries
· Maintain the yearly ledger and ensure all accounts are reconciled and current ahead of month-end and year-end close
· Provide ad hoc financial reports and figures as requested to support firm decision-making
· Coordinate with the firm's accountant or tax preparer at year-end; provide clean, organized records for tax filing
Payroll Support
· Process or support payroll on schedule; ensure hours, rates, and deductions are accurate before submission
· Record payroll transactions in QuickBooks and reconcile against payroll provider reports
· Maintain accurate payroll records and supporting documentation
Administrative & Other Duties
· Maintain strict confidentiality of all firm and client financial information
· Keep financial records organized and audit-ready at all times
· Check and respond to emails as needed
· Other duties as assigned by Attorney Lowe
What We're Looking For
· 1–3+ years of bookkeeping experience; experience in a law firm or professional services environment strongly preferred
· Proficiency with QuickBooks and strong spreadsheet skills (Excel/Google Sheets)
· Familiarity with legal trust accounting (IOLTA) and three-way reconciliation; experience with CasePeer or similar case management software is a plus
· Exceptional accuracy, attention to detail, and follow-through
· Strong organizational skills and the ability to manage multiple deadlines and recurring close cycles
· Discretion and a high standard of confidentiality when handling sensitive financial and client information
· Clear written and verbal communication; comfortable coordinating with attorneys, paralegals, vendors, and providers
· High level of integrity and dependability
Compensation & Benefits
· $23.00 – $26 per hour, commensurate with experience
· Eligible for an annual performance bonus
· Hybrid schedule (in-office and remote) based in Houston, TX
· Full-time position
Pay: $23.00 - $26.00 per hour
Benefits:
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Paid training
- Parental leave
- Vision insurance
Work Location: In person
