Accounting Specialist

Position summary:  Under the direction of the Financial Services Operations Manager, the Accounting Specialist is responsible for providing specialized and routine accounting support in the areas of time entry, data maintenance, task uploads and month-end tasks.

Position responsibilities: 

Time entry:

• Monitor uploads of IntApp Time and resolve problems
• Notify Business Intakes (“BIC”) over email of ethical wall violations; post pending timecards when conflict resolved
• Provide telephone/email support to IntApp users and IS personnel regarding usage of BizTalk
• Provide support to billing and other users on errors and issues for posted time
• Occasionally repair/re-upload of failed batches

Master data maintenance:

• Monitor and update the accounting system master data files for new hires, as well as departures, level changes, EDI changes, etc
• Monitor WTI notifications and resolve rejects
• Monthly review of Part-time Attorney/Paralegal Roster provided by HR and correct any variances
• Monthly review of Workday vs 3E Comparison Report and correct any variances 
• Reactivate rehired timekeepers and rehired personal charge matters
• Assign Associates, Law Clerk BPs, and Patent Agent BPs with deemed-year rates, often querying partners or supervisors
• Ethical Walls:  Update “Matter Working Timekeeper” List in 3E

Task uploads:

• Upload accounts payable data into the accounting system
• Upload patent and trademark fixed fees

• Upload USPTO (Patent, Trademark, and Credit and Finance) costs; download USPTO statements of same; make accompanying journal entries; prepare backup for Sitescan and Accounting Shared Files
• Monitor EPO, WIPO, and Copyright account balances; download and upload transactions into the accounting system

Month end:

• Circulate All-hands email notifications of month-end closing deadlines
• Monitor  time entry uploads, review and resolve any failures to launch month-end processes
• Update Financial Controls in 3E
• Perform data integrity checks (e.g., unposted timecards, no charge timecards, etc.)

General:

• Provide Chief Financial Officer with month-end closing schedule in December of each year
• Post month-end schedule on CooleyNet after securing approval
• Monitor EPO, Copyright, and WIPO balances (Patent/Trademark/CF); request wire payments to replenish, as needed
• Post journal entries
• Set up all timekeeper rates after timekeeper hire Change Forms have been sent/received
• Reconcile general ledger accounts
• Assist with Daily Cash Receipt checks, as needed
• Assist the Manager of Partner Accounting and serve as backup in performing partner compensation, benefits, retirement payments, Patent Agent tuition agreements, tuition payments and loan repayments
• Assist the Manager of Partner Accounting in processing investment transactions for the firm.
• Assist and serve as backup to the Investment Managers with processing investment and banking transactions including periodic deposits at branch, as needed
• Assist with set-up and releasing wires for Treasury/Trust Department
• All other duties as assigned or required

Skills and experience: 

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required
• 3+ years direct applicable accounting experience

Preferred:

• Bachelor’s Degree
• Prior 3E experience
• Previous law firm experience

Competencies:

• Accuracy in data entry and maintenance

• Ability to complete work in a timely manner with excellent attention to detail and follow-through
• Work well under pressure and tight deadlines

• Exceptional customer service skills
• Excellent communication skills, both oral and written
• Professional, client-service orientation and demeanor

• Ability to work independently

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices. EOE.

The expected hourly pay range for this position with a work schedule of 37.5 hours per week is $33.00 - $48.00 ($64,350.00 - $93,600.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate. Senior level candidates may be considered for this position and would be eligible for a higher salary range based on experience.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off (“PTO”) and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.