Accounting & Payroll Coordinator

Donahue Fitzgerald•Oakland, CA

11h•Hybrid

About The Position

Donahue Fitzgerald LLP is seeking a highly diligent and technically proficient Accounting and Payroll Coordinator to join our accounting team in Oakland. This pivotal role is responsible for the integrity of our full-cycle legal billing operations and the precision of our California payroll administration. We are looking for a professional who brings a sophisticated understanding of professional services accounting and a commitment to maintaining the high operational standards of a mid-sized law firm. The successful candidate will serve as a proactive partner to our attorneys and staff, ensuring financial accuracy, regulatory compliance, and exceptional service delivery.

Requirements

Minimum 3 years of legal billing or accounting experience within a professional services environment.
Proficiency in law firm billing and accounting systems (e.g., LMS, Elite, or Aderant).
Advanced experience with ADP Workforce Now or similar applications.
Strong knowledge of the Microsoft Office suite (specifically advanced Excel).
Strong knowledge of California wage and hour regulations, including meal and rest periods, overtime calculations, and final pay requirements.
Proven ability to manage high-volume transactional tasks while remaining adaptable to pivoting priorities based on firm needs.
Ability to take direction and work independently with little or no supervision, as well as part of a team.
Exceptional interpersonal skills with the ability to communicate with courtesy and tact across a diverse group of attorneys, staff, and clients.
Ability to accept and integrate feedback from multiple stakeholders.
Unwavering commitment to maintaining a high ethical standard and strict confidentiality.

Nice To Haves

Direct experience with California payroll administration is highly preferred.

Responsibilities

Direct the monthly billing cycle for assigned timekeepers, including preparing and revising pre-bills, performing narrative edits, and processing write-offs and adjustments.
Ensure timely delivery of invoices via mail, email, or e-billing portals (LEDES). Resolve submission errors and 3rd party payer discrepancies with urgency.
Manage new matter intake for accuracy, maintain client billing profiles, and coordinate with Partners to ensure valid timekeeper and matter rates.
Act as a resource for billing attorneys by generating custom reports and providing proactive updates on trust balances and outstanding AR.
Facilitate the accurate application of incoming payments (ACH, Wire, Check, Credit Card) and investigate any payment variances.
Utilize ADP Workforce Now to process bi-weekly and monthly payroll for partners and exempt/non-exempt staff, ensuring 100% accuracy and strict adherence to firm policies.
Maintain payroll records and practices in full alignment with California wage and hour laws, specifically regarding overtime calculations, meal/rest period premiums, and final pay requirements.
Support the firm’s annual 401(k) audits by providing necessary documentation and generating critical management reports for plan compliance.
Serve as the primary point of contact for staff inquiries regarding payroll, tax withholding, and timekeeping.