Finance Operations Manager

Scahill Law Group P.C.•Bethpage, NY

About The Position

Scahill Law Group is seeking an experienced Finance Operations Manager to take ownership of the firm's day-to-day financial operations. This is a highly hands-on position for someone who enjoys being close to the details of a business. The Finance Operations Manager will be responsible for managing the movement of money throughout the firm — overseeing payables, banking and cash activity, reconciliations, financial reporting, payroll support, benefits administration, and related financial processes. Scahill Law Group partners with an outside accounting firm that handles much of the firm's technical accounting, tax preparation, and filings. This position will serve as the key internal point person for financial operations, ensuring transactions are accurately recorded and categorized, accounts are reconciled, reports are prepared, and the firm's outside accountants have the accurate information they need. The ideal candidate is organized, detail-oriented, highly trustworthy, and willing to roll up their sleeves. Just as importantly, this person will be collaborative and approachable — someone who takes the time to understand existing processes and build relationships before identifying opportunities for improvement.

Requirements

5+ years of experience in financial operations, bookkeeping, finance administration, or a related position
Strong experience with accounts payable, banking, cash management, and account reconciliations
Hands-on experience using QuickBooks; QuickBooks Desktop experience is strongly preferred
Ability to understand and review financial reports, including P&L statements, and identify discrepancies or unusual activity
Experience with payroll administration; ADP experience is preferred
Strong Microsoft Excel, Word, and Outlook skills
Excellent attention to detail and organizational skills
Ability to manage multiple recurring responsibilities and deadlines independently
Strong judgment and discretion when working with confidential financial information

Nice To Haves

Exposure to employee benefits and 401(k) administration is a plus
Experience within a law firm, professional services organization, or similarly structured business is preferred

Responsibilities

Monitor the firm's bank accounts and day-to-day cash position
Manage firm-wide cash flow and the timing of outgoing payments
Review daily banking activity, including EFTs, wires, cleared checks, deposits, and credit card transactions
Manage and reconcile the firm's credit line, including borrowing and repayment activity
Process remote deposits and upload checks through Positive Pay
Review and resolve Positive Pay and ACH exceptions
Maintain accurate records of deposits, EFTs, checks, and other banking transactions
Reconcile bank accounts and credit card statements on a monthly basis
Manage the firm's accounts payable process and ensure bills are paid accurately and on time
Review, code, and process vendor invoices and firm expenses
Prepare and issue firm checks, ACH payments, client expense checks, and vendor payments
Ensure outgoing payments are properly authorized, documented, and categorized
Track attorney referral fees and coordinate timely payments
Review client-related expenses and work with internal teams to ensure expenses are properly billed and recorded
Reconcile the firm's AMEX activity and accurately categorize expenses
Prepare annual 1099 information for the firm's outside accountants
Assist with accounts receivable and collections-related processes as needed
Maintain accurate day-to-day financial information within QuickBooks Desktop
Enter and categorize deposits, payments, EFTs, expenses, and other financial transactions
Perform monthly bank and account reconciliations
Review expense categorization and investigate discrepancies or unusual activity
Review monthly P&L reports and identify potential errors or inconsistencies for follow-up
Prepare organized financial information and supporting documentation for the firm's outside accounting team
Serve as the primary liaison with outside accountants on day-to-day financial matters, tax preparation, quarterly estimated taxes, and other requests
Help maintain strong internal controls surrounding the receipt and disbursement of firm funds
Prepare and maintain recurring reports used by firm leadership and attorneys, including: Monthly Closed Cases Reports, Attorney Paid Billing Reports used for monthly bonus calculations, Attorney and Staff Monthly and Year-to-Date Billing Reports, Non-Billable Hours Reports, Monthly deposit and billing reconciliations, Additional financial and operational reports requested by firm leadership
Work closely with the firm's billing team to ensure financial information is accurate and that payments, collections, client expenses, and related activity are properly captured.
Assist with and help oversee payroll processing through ADP
Verify attorney and staff payroll information for accuracy
Coordinate payroll-related reporting and documentation
Manage unemployment claims and related administrative filings
Administer employee medical and dental benefits
Manage Disability and Paid Family Leave contributions
Coordinate administrative responsibilities related to the firm's 401(k) plan
Manage employee eligibility communications and withdrawal approvals
Coordinate annual Form 5500 requirements and work with outside providers and auditors as needed
Provide bookkeeping and financial operations support for an affiliated business entity, including: Preparing monthly sales and payment reports, Posting payments and managing bank deposits, Issuing checks and ACH payments, Categorizing expenses within the appropriate accounts, Reconciling checking accounts and credit card statements, Reviewing monthly P&L reports for accuracy and investigating discrepancies, Preparing financial information for tax preparation and 1099 reporting
Provide financial and administrative support to firm leadership as needed
Handle sensitive firm, partner, and related financial information with a high degree of judgment and discretion
Maintain strict confidentiality regarding financial information