POSITION 

Office Administrator and Bookkeeper

ABOUT THE FIRM

At Bridge City Law, we believe the work we do is not just a job. How we care for our clients, support our teammates, be of service in our community, and contribute to caring for our environment are as important as the legal work we do for our clients.

To ensure we meet and maintain the highest standards of social and environmental performance, public transparency, and legal accountability, every three years, we voluntarily participate in a rigorous assessment and certification process, administered and verified by the global non-profit B Lap to receive our B Corp Certification.

Bridge City Law is a different kind of personal injury law firm. We are a team of legal professionals who share the same values and beliefs about how people deserve to be treated and have built our success on serving and being of service to our clients.

We passionately seek justice for our clients and help them navigate a complex legal system by providing expertise and guidance, and taking care of their legal needs, so they can focus on what’s most important — recovering from their injuries, caring for their families, and managing their work and other responsibilities.

One of our core values at Bridge City Law is responsiveness and we aim for excellence in our interactions and communications with both our clients and team members. Efficient, well-organized, and clearly communicated processes, procedures, and systems are the foundation for our exceptional service approach and key to our success.

OBJECTIVES OF THE ROLE

The Bridge City Law Office Administrator & Bookkeeper is a critical role and serves as an important hub of support for our firm. This position reports directly to the Managing Partner and works closely with the firm’s Business Development Consultant. The primary focus for this position is to 1) provide full-cycle bookkeeping, 2) coordinate and oversee administrative and operations duties, and 3) work with the Business Development Consultant to ensure the firm is in compliance with their B Corp Certification criteria.

The candidate who will be successful in this position and as part of the Bridge City Law team is eager to be of service, self-directed, team-oriented, detail-driven, exceptionally well organized, comfortable working with confidential employee information and financial data, responsive, flexible, open-minded, and willing to learn from mistakes.

SPECIFIC DUTIES AND RESPONSIBILITIES

Office Administrator Responsibilities

• Provide administrative support and operational coordination for the efficient and organized flow and functioning of office systems and procedures
• Assist in the compliance of the firm’s, office, social, and environmental policies, to ensure they are implemented appropriately, including tracking measurable targets against values and standards
• Identify opportunities for office operations and workflow process improvements, and assist with implementation
• Assist with the new employee onboarding process, by setting up the employee’s benefits plans, building and parking access passes, phone, computer, appropriate software for their position, access to online portals
• Provide benefits plan administration including completing health insurance plan and worker’s comp plan renewals, managing the firm’s 401K and flexible spending accounts, and maintaining the online portals for the management of each individual benefit
• Serve as the main point of contact for office equipment and IT needs and concerns, and maintain the online portals for the management of office equipment and technology
• Research, screen, and identify office equipment and supplies procurement — adhering to the firm’s Local, Independent, and DEI Supplier Purchasing Policy
• Manage office supplies and equipment inventory, and place orders as necessary
• Work closely with the Business Development Consulting in the relationship management and maintenance of the online portal for the after-hours receptionist organization
• The Office Administrator duties will generally be 40% of the total scope of your responsibilities

Bookkeeper Responsibilities

• Provide full-cycle bookkeeping, including paying weekly and time-sensitive invoices, recording financial transactions, client costs, scanning, downloading, and filing invoices and bank statements, maintaining financial records, fact-checking financial data, and updating financial statements
• Using the firm’s practice software, spreadsheets, and other tools to track and manage data, ensure all financial accounts are current and reconciled
• Track all office income and expenditures
• Manage the bookkeeping, tracking, and reporting for the firm’s Trust Account
• Process client settlement checks and provider payments
• Track, reconcile, and pay line of credit and credit card accounts
• Gather, organize, and file expense receipts
• Provide weekly financial reports and updates to the Managing Partner
• Set up new employees in the firm’s payroll system, manage employee federal and state W-4, and I-9 reports, direct deposit details
• Manage bi-weekly and monthly payroll, monthly partner and quarterly bonus payments, and off-cycle payroll, including tracking sick time and paid time off
• File digital and paper payroll reports and documentation
  Compile federal and state tax and 1099 documentation for the firm’s CPA
• Maintain equipment and furniture list
• Prepare and file county property tax returns
  Ensure all annual professional association fees are paid and invoices and receipts are filed
• Maintain and manage the online portals for each financial account
• Serve as point-of-contact for the building management and maintenance personnel
• Maintain the legal staff vacation calendar
• The Bookkeeper duties will generally be 35% of the total scope of your responsibilities

Paralegal Support Responsibilities

Assist paralegals as needed with:

• Client intakes
• Preparing letters of representation for new clients
• Setting up client files in the practice management platform
• Reporting cases to Medicare and DHS via their portal
• Requesting police reports and medical records
• Sorting PIP files and medical records
• Calling providers to follow up on medical records requests and to check medical bill balances
• Inputting medical expenses onto the client’s medical expense ledger
• Responding to billing and recording inquiries
• Closing client files
• The Paralegal Support duties will generally be 25% of the total scope of your responsibilities

SKILLS & COMPETENCIES

• Three to five years of progressive experience and responsibility in an office administration and bookkeeping position
• Demonstrated track record of working well in a team environment
• Exemplary communication skills (oral and written) in English. Bilingual proficiency (English/Spanish) is a plus and appreciated
• Full-cycle bookkeeping and QuickBooks Online experience (minimum 3 years)
• Payroll processing experience (minimum 3 years)
• Benefits administration and plan management (minimum 3 years)
• Experience with employee onboarding
• Comfortable working with confidential employee information and financial data
• Advanced skill level with Google Workspace, Google Documents, Google Sheets, and Microsoft Office products, including Calendar, Word, and Excel
• Experience using Adobe Pro, including converting other types of documents into .pdf, compiling .pdf documents, paginating .pdf documents, and searching .pdf documents
• Ability to learn new systems and processes quickly and work effectively in a fast-paced environment with shifting and changing priorities, while maintaining professionalism and strong rapport with team members
• Interest in improving and advancing office systems and procedures
• Answering phone calls and offering caring and compassionate responses to clients questions calling about their claims

OTHER REQUIREMENTS

• Commitment to working for and in support of a values-based, purpose-driven organization
• Comfortable with self-reflection, willing to learn, and capable of working through growth opportunities and conflict honestly and openly
• Punctual and dependable, excellent work attendance
• Self-motivated and able to work independently
• Positive attitude
• Organized
• High-level attention to detail
• Strong multi-tasking skills
• Consistently maintain a professional demeanor, appearance, and work environment

COMPENSATION PACKAGE

• The base salary for this position ranges from $50K to $55K based on the candidate’s experience and skills
• This position offers an additional $1,250 performance bonus — paid at the end of each quarter, based on meeting the outlined quarterly goals
• The full-time position comes with the following benefits:
  • An inclusive, welcoming, and caring culture
  • 401(k) with a 3% employer contribution
  • Medical, dental, and vision insurance or HSA, including free preventative care
  • Flexible spending accounts
  • 80 hours of paid time off in your first year
  • Paid and unpaid sick leave where applicable
  • Short and long-term disability
  • Downtown parking expense allowance
  • Parental and family leave
  • Paid quarterly team and personal community service days

If you are interested in exploring this position and joining our team, please send your resume and a cover letter, including what interests you about this specific opportunity, to Jim Dwyer at Jim@BridgeCityLawFirm.com.

We are an equal opportunity employer and believe that each individual in our firm, the way we serve our clients, and how we contribute to our community are better when there is equity, and diverse perspectives come together.