Legal Action of Wisconsin, Inc. is seeking to hire a full-time Accounting Clerk to assist in the non-legal management of the firm with specific emphasis on Paperless Accounts Payables, Paperless Employee Expense Claims and Travel Authorizations, Account Reconciliations, Payroll, Month-End Close, and Year-End Close. The position will be a key member of an Administrative team consisting of the Executive Director, Chief Financial Officer, Human Resources, Controller, Senior Accountant, Accounting Technician, Information Technology and Communications Managers. This is non-exempt position is located at the administrative office at 411 E. Wisconsin Ave., Milwaukee, Wisconsin. The position reports to the Controller.
Legal Action of Wisconsin, Inc. is a non-profit corporation which provides free civil legal services to low income persons in the thirty-nine counties in the southern half of Wisconsin. Legal Action also operates a statewide migrant farm worker project and a special project for elderly clients. The current budget is approximately $13 million per year, a staffing level of 128 positions and approximately 60 funding sources. Offices are maintained in Milwaukee, Madison, Racine, Green Bay, Oshkosh, and La Crosse.
Equal justice under the las can only be achieved through the collaboration of a diverse staff. When we utilize our difference, we effect positive change for the communities we serve. We are committed to equitable inclusion across gender, sexual orientation, gender identity, age, ability, sex, religion, economic circumstance, ethnicity, national origin, and culture. We are striving to transcend the construct of race and be an anti-racist law firm. We encourage staff to bring their whole selves to work each day and pledge to celebrate every aspect of who they are.
Due to the COVID-19 pandemic, this position may be remote for some period of time.
This position is under the direction of the firm’s Controller. The Accounting Clerk will be assigned responsibilities to perform the daily operations of the firm’s accounts payable, leave tracking, payroll processing, reconciliation of payroll accounts, and basic Accounting support. Additional job duties would also include assisting as necessary with accounts receivable, grant accounting, inventory and other duties as requested.
Accounts Payable (A/P) Processing:
Review and process all invoices, employee expense reports, and employee travel/training reimbursement requests.
Obtain proper approvals for invoices and employee reimbursements through the paperless A/P and expense software.
Ensure all invoices and expenses are coded properly to the general ledger and entered into the A/P module of the accounting software (within three business days of obtaining approvals) and the payroll software (during the payroll immediately following the proper approvals being obtained) as appropriate.
Solicit ACH payment authorization from vendors currently not paid via ACH.
Maintains Accounts Payable aging and all files in accordance with retention policies.
Interacts with vendors to assure timely and accurate payment of invoices and to assure timely receipt of invoices to ensure an accurate month-end closing process.
Follows up with those vendors that have not timely submitted invoices to ensure all monthly expenses are recorded in the proper month per generally accepted accounting principles (GAAP).
Prepares draft of the monthly accounts payable/general ledger reconciliation and the AP and PR cash reconciliations for Senior Accountant or Controller to review.
Prepare draft of the credit card account reconciliation on a monthly basis, including entering all expenses into the accounts payable system.
Provide invoices for all fixed asset purchases to the Senior Accountant or Controller based on the capitalization policy.
Draft year-end reports for audit and cost report.
Maintain roster of budgeted positions by department, location, and grant for the organization, with corresponding records of employee names, hire dates and subsequent change or termination dates, vacancy dates, grant coverage status and pay rates. This information is needed for the accurate processing of payroll and the budgetary control across all grants.
Collect banking information for direct deposit setup and initiate deposits for pay period.
Maintain and enter/approve W-4 forms for federal and state tax withholdings.
Understand the Microsoft Access salary database process and how it relates to LAW payroll process.
Provide ongoing professional communication to internal staff at various levels concerning payroll policy and procedures. Work closely with payroll processing company to ensure that updates to payroll are processed.
Manage workflow to ensure all payroll transactions are processed accurately and timely; process bi-monthly payroll within the required timelines.
Reconcile payroll prior to transmission and validate confirmed reports.
Understand proper taxation of employer paid benefits. Familiarize yourself and keep current with the taxation of salaries, benefits and other factors; bring changes to management attention as necessary.
Ensure payroll bank account balance remains at proper level by requesting appropriate transfer amounts on a timely basis.
Run back up reports to verify integrity of data prior to transmission.
Prepare and process manual checks, as required.
Research, analyze, and resolve all discrepancies, reporting to management as needed.
Process correct garnishment calculation and compliance and ensure proper submission to outside agencies.
Develop ad hoc financial and operational reporting using the payroll system and MS Access as needed.
Communicate with HR to make necessary changes/updates to accounts.
Conduct periodic (at least quarterly) audits of all payroll records. Provide a report of such audits to the Controller.
Ensure communication with Controller/CFO regarding which vendors need to be set up per invoices received and new vendor request forms are completed and submitted to the Controller/CFO.
Ensure that W-9’s are received for each vendor prior to payment; verify the vendor is allowed in SAM (System for Award Management).
Prepare reconciliation of balance sheet accounts, as assigned.
Participate in month-end closing, and additional assignments for monthly financial reporting.
Assist with data input of all accounting entries for the fiscal period.
Assist in the preparation of accurate, timely financial statements in accordance with our established schedule and with input from the rest of the accounting department, including comparative budget to actual.
Assist in the preparatory work for each audit including preparation and review of accounting schedules, preparation of journal entries, and communicate with auditors during audits (annual financial statement audit, 401k audit, workers compensation audit, etc.).
Prepare grant, government, and service reports, from Client database using Access and assist in tracking year to date expenses.
Assist with preparation of annual firmwide and grant budgets.
Process W-2, 1099, and any other annual compliance forms as required for tax purposes (with Senior Accountant and Controller supervision).
Act as back-up to Accounting Technician and Senior Accountant, as necessary.
Assist in development, implementation, and enforcement of corporate policies and departmental procedures related to finance and accounting functions to ensure appropriate accounting internal controls and record retention systems are maintained by the organization.
Spot errors and suggest ways for improving procedures.
Ensure compliance with GAAP standards.
The Accounting Clerk will also be expected to perform other duties related to the administration of the program which are not related to the substantive legal work of the program.
Education: Associate degree in accounting from an accredited university or equivalent work experience. Must have a basic understanding of accounting principles.
Experience: Preferred at least 2 year of experience related to payroll, accounts payable, and account reconciliations. The ability to multi-task and coordinate competing work priorities.
Expertise: Must be proficient in Microsoft Excel and other Microsoft Programs. Proficient and working knowledge of accounting software packages and payroll reporting, experience with MIP, Kronos/Orbit payroll system, and Ariett (avidxchange) a plus. Provide analytical and problem-solving skills. This position requires attention to detail, a high level of flexibility, and a professional attitude. Applicant must be able to handle confidential information in a professional manner and have professional ethics.
Language: Comprehend and use basic language either written or spoken to communicate information and ideas. Demonstrate courteous behavior through polite, respectful, and positive communication with all co-workers, vendors, clients, and the general public.
Hours of work: May vary based on Firm need.
Travel: May vary based on Firm need.
Minorities and Women are encouraged to apply.
Internal Number: n/a
About Legal Action of Wisconsin, Inc.
Since 1968, the non-profit law firm of Legal Action of Wisconsin has been providing justice for low-income individuals. Legal Action operates using the following principles:
Equal justice should have no price tag for low-income people. Legal Action’s services are provided free of charge to clients.
Low-income persons can best achieve equal justice by having a lawyer represent them.
Our clients need legal help at all levels to achieve equal justice – from administrative and fact-finding hearings to U.S. Supreme Courts.
Our services will be of the highest quality – just as if our clients had the means to pay for legal services.
Civil legal problems have a critical impact on the individual and the community. Our legal work prevents people from going hungry and from becoming homeless. We help family violence and elder abuse victims be safe and independent. We obtain income, medical insurance, and licenses for workers.
We survey and study the specific legal needs of low-income people and develop services to meet those needs.
We direct our advocacy at improving and changing the systems that affect many people.
With offices in six cities, Legal Action serves 39 southern Wisconsi...n counties with 55 staff attorneys and about 50 support staff. Legal Action's work is funded by many different public and private sources, including the federally-funded Legal Services Corporation, and has hundreds of active volunteer attorneys who supplement, enhance, and support our staff attorneys' case work.