What are the responsibilities and job description for the Accounting Master Files Specialist/Finance Business Intake Specialist position at Shook, Hardy and Bacon LLP?
Responsible for analyzing and completing new business intake forms for the core financial accounting system. Responsible for understanding all facets of a law firm, i.e. billing, e-billing, conflicts, collections, matter budgeting, and A / P in order to effectively set up clients / matters and ensure compliancy. Accountable for reviewing all required information to complete new client and new matter requests for accounting.
Responsible for maintaining the integrity of Master File data in the core accounting system. This includes client / matter descriptions, billing addresses, fee arrangements, billing rates, matter budgets, area of law, eBilling setups and personnel file updates.
Monitor and complete all Client and Matter intake, maintenance and closing requests from Intapp Open new business intake workflow and personnel file workflows. Update data elements in core accounting system that isn't fully addressed with workflow integration.
Collaborate and communicate with the Conflicts / New Business Intake team to ensure clients and matters are accurately and efficiently opened in the accounting system.
Collaborate and communication with the Payroll and HRIS teams to ensure personnel are accurately and efficiently established and maintained in the accounting system.
Review engagement agreements, outside counsel guidelines, billing guidelines, and other legal documents to ensure accurate date is entered into the core accounting system and related ancillary applications.
Communicate with Client Accounting and Pricing / Planning teams to ensure agreed upon fee arrangements, matter budgets, and other pricing details are correctly represented in core accounting system.
Support Billing and Collections team through client and matter life cycle maintenance by answering questions and providing guidance.
Monitor Master File update requests for reasonableness and adherence with accounting protocol; analyze existing client and matter setups to ensure data is accurately held for all downstream accounting processes.
Coordinate with Financial Systems team on all new hires, status changes and terminations to ensure Timekeeper, FTE and Work Calendar data in core accounting system is accurate.
Responsible for knowing when to escalate issues or concerns to Accounting management team.
Participate in projects to upgrade or extend use of financial accounting systems and workflow functionality for risk avoidance and data collection.
Accountable for clear communication, prompt response, and excellent service toward attorneys and professional staff.
Collaborate and communicate between department team members, accounting & finance group departments, and other corporate / firm departments.
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Bachelor's degree (B. A.) or equivalent from four-year college or university preferred; and minimum five years' work experience within the accounting or conflicts function of a service sector organization, including at least two years of law firm accounting experience preferred; or equivalent combination of education and experience.Proficient in excel, knowledge of Elite or other law firm Accounting systems (preferred). Analysis and reporting skills preferred.Demonstrated familiarity with Elite, Intapp Open or other new business intake software a plus.Pay close attention to detail and accuracy, and open to constant change.Demonstrated ability to organize and prioritize numerous tasks, address tasks in a logical sequence and minimize errors while maintaining quick turnaround times.Demonstrated ability to communicate with and to provide good customer service to all levels of an organization.Demonstrated familiarity with elements of new business intake in a law firm, such as engagement letters, allocation of credit and types of billing arrangements and methods.
