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Job Description
Job Title: Director of Finance and Operations
Status: Full Time
Classification: Exempt
Reports to: Managing Partner and/or Management Committee
Direct Reports: 3 – 4 Persons on the Administrative Team
General Description
The incumbent supervises the 3-person administrative team and in coordination with the various attorneys, deals with personnel issues that may arise with the 9 staff in the roles of Paralegal, Legal Assistant/Secretary. The position requires hands-on participation in all Finance functions as well as Information Technology, physical plant and event planning and scheduling.
Job Duties by Function
Finance Function
Insure adequate internal controls by establishing separation of duties with direct reports
Maintain QuickBooks (QB) companies for both Operations and Client Trust Funds
Perform all bank account reconciliations for both QB Companies listed above
Reconcile Time Slips amounts for Fees earned and Client Trust Funds to the QB accounts
Supervise and provide entry level back up of the Time Slips Billing function in all phases
Post all daily receipts to Time Slips and record in QB
Supervise and provide entry level back up on Merchant (Credit Card) Receipts
Supervise all Accounts Payable by check and credit card to maximize rewards
Prepare monthly Financial Statements to Partners
Calculate and Report Partners' Compensation Plan beginning in September through year-end closing
Coordinate with CPA on year-end closing and tax return preparation
Perform bookkeeping function for 3 client entities and provide information needed for income tax returns
Participate in the application of malpractice (E & O) insurance annual renewals
Human Resources Function
Assist with recruiting and on-boarding all new hires, including Associates
Enroll all new hires in the various benefit plans including:
o Health, Dental and Vision Plans
o LTD, Life & AD&D Plans
o 401(k) Plan
o Cash Balance Pension Plan
o Long Term Care Plan
Maintain and transmit semi-monthly payroll and deposit 401(k) deferrals for Partners and Staff
Track Vacation and Sick Time accruals consistent with the Employee Handbook
Report Pension Census to CPA and 3rd Party Administrator
Serve as Pension Administrator and perform the various functions required including:
o supervise filing of the annual Form 5500
o attend plan reviews of asset performance
o coordinate the timely preparation of Plan Amendments as needed
o coordinate the distribution of benefits for Partners & Staff
Plan, schedule and coordinate 3 firm-wide annual events and several Partner events
Information Technology Function
Serve as the primary contact for reporting system performance issues to consultant (after hours coordination is required from time to time)
Work with staff to trouble-shoot and if possible solve performance concerns
Research and authorize hardware and software purchases as needed and coordinate training on the use of both
Support mobile technology issues (e.g. smart phones, laptops, tablets, etc.)
Physical Plant Maintenance Function
Serve as the primary contact with building owner and their managers to correct problems as they arise
Plan, schedule and authorize purchase of all tenant improvement and furnishings upgrades
Supervise the storage and destruction of documents
