Trust/Staff Accountant

Roseland, NJ

Working as an integral member of the finance department, the individual in this role is responsible for the firm’s trust accounts (a shared role with the firm’s Trust Accountant), various monthly reconciliations, weekly import procedures, sales tax reporting, new vendor procedures, unclaimed funds review and filing and recording of various transactions.  Excellent communication and interpersonal skills to effectively interact with firm personnel of all levels is a must.

Essential Job Requirements

Maintenance of the Firm’s trust accounts including the following:

• Coordinate transactions with attorneys at the firm
• Prepare deposits and disbursements (checks / wires) to / from the trust accounts
• Handle all accounting related to trust transactions (i.e. record cash receipt, disbursement, interest, etc.)
• Work closely with the firm’s banking contacts to ensure accuracy and completeness
• Ensure all transactions are approved in accordance with Firm policy
• Maintain the trust files electronically
• Review trust transactions prepared by the Trust Accountant
• Follow up on any outstanding trust checks older than 60 days
• Follow up on any stagnant trust balances older than a year
• Prepare and maintain excel spreadsheets for various trust accounts
• Prepare trust analyses as requested by attorneys
• Prepare monthly bank reconciliation for various bank accounts by utilizing the Firm’s online banking platforms

Process and oversee automated disbursement import (Lexis and Westlaw) including the following:

• Create data files, import data into the accounting system (Aderant) and follow-up on rejected transactions.
• Maintain a disbursement log and adhere to all monthly deadlines.
• Provide documentation for the billing team, as requested.
• Responsible for the Firm’s Sales and Use tax filings, which involves preparing monthly, quarterly and/or annual sales filings and payments for all offices (NJ, NY, DC, CA, UT)
• Process writeoffs as requested by the Revenue team
• Maintain the Finance department’s contracts in the Firm’s Contract Management tool

Work with the Accounts Payable team on various responsibilities including:

• New vendor procedures (i.e. verifying mailing addresses and obtaining new vendor forms)
• Various reconciliations tracking the Firm’s membership dues, sponsorships
• Follow up on outstanding checks
• Maintain the firm’s depository account activity and reconciliations
• Assist with reclassifications
• Review travel on the corporate travel account

Assist with year-end 1099 process including:

• Ensuring accuracy of 1099 types & addresses upon vendor set up
• Reviewing data files for accurate TINs and addresses
• Review draft forms prior to submission

Handle the Firm’s unclaimed funds procedures:

• Search for unclaimed funds owed to the firm and complete claim forms.
• Handle the unclaimed funds annual holder filing

Review unapplied cash balances potentially reportable as unclaimed funds, which includes:

• Research in Aderant how the unapplied cash originated
• Contact the billing partner to obtain authorization to return the funds and contact the client
• Contact the client to provide the details of the return of funds and arrange for the check or wire to be processed.

Skills, Knowledge and Abilities

• Bachelor’s degree required, with at least one college Accounting or Finance class taken (knowledge of debits and credits)
• Minimum of two years’ experience in banking or an office environment
• Knowledge of MS Word and MS Outlook
• Thorough knowledge of MS EXCEL
• Ability to work independently.
• Ability to maintain professional relationships with all levels of firm personnel
• Solid written and verbal skills
• Solid organizational abilities and strong attention to detail
• Ability to multitask and manage deadlines
• Ability to work as an integral member of the Finance Department Team