Financial Operations Specialist

Full-Time | Fargo, ND

Position Summary

The Financial Operations Specialist is responsible for managing the firm's day-to-day financial operations, including bookkeeping, billing, collections, trust accounting support, financial reporting, and related financial and administrative functions. This role works closely with attorneys and firm leadership to ensure accurate financial records, timely client billing, effective collections practices, and sound financial management.

The ideal candidate is highly organized, detail-oriented, and comfortable balancing accounting responsibilities with client-facing communication. This position plays an important role in supporting the firm's financial health while providing excellent service to attorneys, staff, and clients.

As a growing firm, we value team members who are willing to learn, contribute beyond their core responsibilities, and help improve the way we serve clients and operate as a business. While this position has clearly defined primary responsibilities, we recognize that successful organizations require flexibility, collaboration, and a willingness to support one another when needed. Employees who demonstrate initiative, leadership, and a desire to expand their skills will find meaningful opportunities for professional growth within the firm.

Essential Functions

Accounting & Financial Management

• Perform all bookkeeping and accounting functions for the firm.
• Manage accounts payable and ensure timely and accurate payment of invoices.
• Process receipts, client costs, and disbursements in operating and trust accounting systems.
• Review payroll reports and prepare related journal entries.
• Reconcile bank accounts and maintain accurate financial records.
• Monitor cash balances and prepare cash management reports.
• Assist with budgeting and cash flow planning.
• Maintain internal controls and accounting procedures that support accuracy, compliance, and operational efficiency.
• Prepare monthly, quarterly, and annual financial reports.
• Generate attorney productivity, profitability, and timekeeper reports as requested by firm leadership.

Billing & Collections

• Manage the monthly client billing process from pre-bill preparation through final invoicing.
• Review and edit billing drafts in collaboration with attorneys.
• Finalize and distribute client invoices.
• Apply retainer funds and process write-offs in accordance with firm policies.
• Respond to attorney and client billing inquiries.
• Monitor accounts receivable and client payment trends.
• Research and resolve billing discrepancies and payment disputes.
• Coordinate collection efforts on past-due accounts.
• Prepare reports regarding client account status and outstanding receivables.

Administrative Support

• Answer incoming calls and direct callers appropriately.
• Welcome clients and visitors in a professional and courteous manner.
• Open, distribute, and process incoming mail.
• Assist with general office administrative functions as needed.

Required Knowledge, Skills & Abilities

• Strong knowledge of bookkeeping and accounting principles.
• Proficiency in QuickBooks and Microsoft Office, particularly Excel.
• Strong analytical, problem-solving, and critical-thinking skills.
• Excellent attention to detail and organizational abilities.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with attorneys, staff, vendors, and clients.

Qualifications

• Associate degree in Accounting, Finance, Business Administration, or related field required; Bachelor's degree preferred.
• Prior bookkeeping, accounting, billing, or finance experience required.
• Experience with law firm billing, trust accounting, or professional services accounting preferred.
• Experience with collections and accounts receivable management preferred.

What Success Looks Like

• Client invoices are accurate and delivered on time.
• Financial records are complete, accurate, and current.
• Accounts receivable are actively monitored and collected.
• Attorneys and firm leadership receive reliable financial information.
• The firm's financial operations run smoothly and efficiently.

Professional Growth & Advancement

We believe great employees should have opportunities to grow, and we are committed to supporting team members who want to expand their knowledge, skills, and responsibilities over time.

While this position is initially focused on billing, bookkeeping, collections, and financial administration, we recognize that every employee brings unique strengths and interests to the firm. As the firm continues to grow, there may be opportunities to become involved in additional areas such as financial reporting, budgeting, process improvement, technology implementation, workflow development, management support, and other operational initiatives.

Advancement at Fremstad Law is driven less by job titles and more by demonstrated performance, initiative, problem-solving ability, and a commitment to helping the firm succeed. Employees who consistently contribute ideas, seek out opportunities for improvement, and take ownership of their work will have the opportunity to grow their role and make an increasingly significant impact on the organization.

We value long-term career development and believe that the right individual can help shape both their position and the future success of the firm.

Culture Fit Statement

We are a grounded, collaborative team that values professionalism without ego. The right candidate enjoys solving problems, pays close attention to detail, and takes pride in helping the firm operate efficiently behind the scenes.

You will thrive here if you are dependable, organized, and comfortable balancing independent work with collaboration. We value reliability, accountability, kindness, and a commitment to doing quality work while supporting one another as a team.

We appreciate team members who are willing to step outside their formal job descriptions when needed, contribute to a positive team environment, and look for ways to improve processes and support the firm's continued growth.

Why You'll Enjoy Working Here

We believe that doing meaningful work and enjoying the people you work with should go hand in hand. While we take our clients and responsibilities seriously, we also make time to celebrate successes, build relationships, and have fun together.

Throughout the year, our team enjoys traditions and events such as:

• Lawpalooza, our annual firm celebration and team-building event.
• Souper Wednesdays, where we gather to share lunch and connect with colleagues.
• Birthday celebrations that recognize each team member.
• Employee Appreciation Day activities and recognition.
• Team lunches and social gatherings throughout the year.
• Volunteer and community service opportunities that allow us to give back to the communities we serve.

We value collaboration, camaraderie, and creating a workplace where people feel supported, appreciated, and connected. Our goal is to foster an environment where employees can build rewarding careers while enjoying the journey along the way.

Compensation & Benefits

Compensation is $60,000+ per year dependent upon experience, qualifications, and demonstrated skills.

Benefits include:

• Employer-paid health insurance covering 100% of the employee-only premium.
• Employer contribution of $900 annually to an HSA-eligible health plan.
• Immediate eligibility for health insurance and HSA contributions.
• Paid Time Off (PTO) accrued at a rate equivalent to three weeks annually during the first five years of employment.
• Safe Harbor 401(k) contribution of 3% regardless of employee contribution after six months of employment.
• Eligibility for the firm's Cash Balance and Profit-Sharing Plans after six months of employment.
• Long-term disability coverage after 30 days of employment.
• Eight paid holidays annually, with two additional paid holidays after one year of service.
• Friday summer hours.
• Bonus opportunities.