Administrative Assistant (Accounting)

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

The Administrative Assistant (Accounting) supports the firm’s Chief Financial Officer and Finance and Accounting team in performing administrative functions and tasks related to the department. This position functions with a high degree of independent judgment and discretion and requires a thorough knowledge of organizational skills and great attention to detail.

Essential Duties

General Department Support

• Maintain the Finance & Accounting department’s firm Portal site and update as needed
• Coordinate department meetings and events
• Support the CFO and department directors and managers with administrative tasks such as expense reports or meeting scheduling
• Handle confidential and non-routine information
• Work independently and within a team on special, nonrecurring, and ongoing projects

Billing Support

• Coordinate paper invoice distribution for clients who require it
• Gather or create cost backup details for clients who require it to be attached to their invoices
• Provide support for documentation requests as needed from other departments such as the Office of General Counsel or the Records Department
• Maintain the Client Accruals Request tracking
• Assist with routine requests for client information or new matter intake processing

Accounting Support

• Respond to client W9 tax form / new vendor/ ACH form requests
• Receive vendor 1099 tax forms and organize files for tax return preparation/research
• Provide verbal confirmation of payment details when required
• Provide backup support for Cash Desk including remote bank deposits

Reporting Relationship

The Administrative Assistant (Accounting) reports to the Chief Financial Officer.

Qualifications

Experience

This position requires at least one year of general office experience or training, or an equivalent combination of education and experience. Experience working within a law firm or professional services environment preferred.

A broad range of technical abilities, with a demonstrated aptitude and willingness to learn new software/applications is preferred for this position.

Skills

The Administrative Assistant (Accounting) must be proficient with Microsoft Office applications.

The Administrative Assistant (Accounting) must exhibit good attention to detail, time management, and organizational skills, along with the ability to effectively multi-task and prioritize work to meet deadlines.

Education

High school diploma or equivalent; some college education preferred.

Physical Demands

Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.; Remains stationary at least 80% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis.); Occasionally required to move documents or files weighing up to 15 lbs.; This position requires constant communication and exchange of information with the Firm attorneys, clients and staff; This position must be able to inspect and observe information on a computer screen at least 80% of the time.

Working Conditions

Office environment. Overtime may be required on occasion.