Legal Bookkeeper (IOLTA & Trust Accounting Specialist)

Employment Type: Full-time, Independent Contractor

Work Model: Remote

Work Hours: US Pacific Standard Time (PST) alignment (At least 6 hours of daily overlap with Los Angeles business hours)

Role Overview

We are seeking a meticulous, process-oriented Legal Bookkeeper specializing in trust accounting and IOLTA compliance to support our growing legal accounting practice.

In this seat, you will take complete ownership of Interest on Lawyers' Trust Accounts (IOLTA) and operating account reconciliations across a portfolio of law firm clients. Navigating QuickBooks Online alongside legal practice management tools (Clio, Smokeball, LawPay), you will ensure strict three-way reconciliation standards, maintain flawless electronic audit trails, and execute structured accounting workflows. Working closely with Lead Accountants, you will combine high attention to detail with proactive communication to keep client ledgers accurate, compliant, and up to date.

Key Responsibilities

1. IOLTA & Operating Account Reconciliations

Trust Ledger Auditing: Review and reconcile client IOLTA (trust) accounts and operating bank statements for designated engagement periods in strict accordance with legal accounting regulations.
Transaction Categorization: Accurately enter, categorize, and code legal fees, retainer deposits, trust disbursements, and operational expenses within QuickBooks Online.
Discrepancy Identification: Audit entries for discrepancies, unapplied retainer balances, or missing documentation—flagging unclear items immediately to the Lead Accountant.

2. Legal Practice Software Sync & Administrative Governance

Legal Tech Integration: Verify ledger synchronization between legal billing platforms (Clio, Smokeball, LawPay) and QuickBooks Online to ensure client ledgers remain perfectly matched.
Document Hygiene: Maintain organized digital client files, audit-ready supporting documentation, check copies, and bank statements in compliance with firm record-keeping protocols.
Process Execution: Follow established accounting checklists, SOPs, and QA workflows to deliver consistent, error-free financial packages across all assigned law firm accounts.

3. Team Collaboration & Communication

Active Engagement: Participate in scheduled and impromptu video check-ins, asking clarifying questions when guidance is needed rather than making assumptions.
Deadline Management: Track engagement timelines proactively, providing early notice to leadership if reporting deadlines or month-end reconciliations are at risk.

Required Skills & Qualifications

Educational Background: Bachelor’s degree in Accounting or Finance.
Legal Accounting Track Record: Minimum of 2+ years of direct experience handling law firm bookkeeping, specifically managing and reconciling IOLTA (trust) and operating accounts.
Software Mastery: Strong hands-on proficiency in QuickBooks Online and legal practice/billing management platforms (such as Clio, Smokeball, LawPay, or equivalent systems).
Process Orientation & Detail: Meticulous attention to detail with a commitment to catching transaction errors and maintaining pristine audit trails.
Communication & Coachability: Clear written and verbal English skills; highly receptive to feedback, collaborative, and proactive in asking questions.
Schedule Alignment: Dedicated availability to work US business hours with at least 6 hours of direct daily overlap with Los Angeles (PST).

Success Metrics (KPIs)

Reconciliation Accuracy: 100% accurate, audit-ready three-way IOLTA reconciliations completed within engagement timelines.
Workflow Compliance: Consistent adherence to established legal accounting checklists and SOPs with zero compliance errors.
Proactive Communication: Escalating discrepancies or deadline risks to leadership immediately to maintain seamless client delivery.

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