Staff Opportunities

Accounting & Banking Specialist

Department: Accounting / Finance

Reports To: Accounting Supervisor / Controller Status: Full-time, Non-exempt

Position Summary

The Accounting & Banking Specialist is responsible for the day-to-day stewardship of the firm's trust (IOTA/escrow) and operating bank accounts. This position handles all banking activity supporting real estate closings, maintains the firm's trust and closing records, performs daily cash reporting and account reconciliations, and ensures the firm's handling of client funds complies with the Rules Regulating The Florida Bar and firm internal controls.

Accuracy, discretion, and timeliness are essential. The person in this role touches client money every day, and the firm's compliance posture depends on the quality of their record-keeping.

Essential Duties and Responsibilities

Real Estate Closings & Escrow

  • Handle all accounting functions associated with real estate closings, including receipt of incoming funds, verification against the settlement statement, and disbursement of closing proceeds.

  • Maintain the firm's Closing Log, ensuring every closing is recorded, fully funded, disbursed, and reconciled to zero.

  • Maintain trust ledgers and trust logs for assigned attorneys and practice groups

Trust Accounting

  • Establish and maintain sub-accounts for individual closings and matters.

  • Process transfers of funds to and from trust accounts and between matters, ensuring each transfer is supported by proper authorization and documentation.

  • Prepare and distribute the Trust Report, including narrative notes on the status of open closings and matters.

  • Perform monthly three-way reconciliation of each trust account (bank statement to book balance to the sum of client ledgers) and resolve reconciling items promptly.

  • Monitor trust balances for negative client ledgers, stale balances, and aging items, and escalate exceptions.

  • Support annual trust account compliance requirements, including the Trust Accounting Certificate and any Bar or auditor inquiries.

  • Post bank fees, interest, and other bank-originated activity monthly.

Banking & Cash Management

  • Prepare and distribute the Daily Cash email to firm leadership.

  • Review and approve ACH transactions within assigned authority levels.

  • Retrieve and distribute online bank statements and supporting documentation to the accounting team.

  • Reconcile the firm's Line of Credit, including draws, paydowns, and interest.

  • Reconcile bank and merchant/credit card accounts and research and resolve outstanding items.

  • Administer online banking access, positive pay exceptions, stop payments, and account signer maintenance in coordination with the Controller.

  • Serve as the primary day-to-day contact with the firm's banking relationship managers.

  • Responsible for processing outgoing wires and entering incoming wires.

Reporting & Year-End

  • Prepare and issue 1099-INT forms for interest paid on client funds at year end; assist with other 1099 reporting as assigned.

  • Reconcile prepaid/PPD reports and other assigned month-end schedules.

  • Prepare cash-related journal entries and general ledger account reconciliations as part of the month-end close.

  • Assist with unclaimed property/escheatment reporting for stale trust and operating balances.

  • Provide schedules, documentation, and support for the firm's outside accountants and any audits.

General

  • Maintain trust and banking records in accordance with firm retention policies and applicable Bar requirements.

  • Recommend and help implement improvements to banking and trust workflows, including automation within the firm's practice management and accounting systems.

  • Serve as backup for accounts payable, billing, or cash receipts functions as needed.

  • Maintain strict confidentiality of client and firm financial information.

  • Other duties as assigned.

Qualifications

Required

  • Associate's degree in accounting, finance, or a related field, or equivalent experience.

  • Three or more years of accounting experience, including bank reconciliation and general ledger work.

  • Demonstrated accuracy with high-volume, detail-intensive transaction processing.

  • Proficiency with Microsoft Excel and Outlook.

  • Ability to maintain confidentiality and exercise sound judgment with client funds.

Preferred

  • Experience with law firm trust/IOTA accounting or title/escrow closing accounting.

  • Working knowledge of the Rules Regulating The Florida Bar, Chapter 5 (trust accounting records and procedures).

  • Experience with a legal practice management or billing platform (e.g., Centerbase, Aderant, Elite, ProLaw, Orion).

  • Bachelor's degree in accounting or finance.

Competencies

  • Precision. Reconciles to the penny and does not let exceptions age.

  • Integrity. Understands that trust funds are held for clients and follows procedure without shortcuts.

  • Responsiveness. Closings run on deadlines; funds move same-day.

  • Communication. Explains balances and discrepancies clearly to attorneys and staff.

  • Discretion. Handles sensitive financial information appropriately.

Physical Requirements and Work Environment

Office-based position with standard business hours. Occasional extended hours at month-end, year-end, and around high-volume closing days. Prolonged periods of sitting and computer work.

Please send resume to Maureen McArdle, Human Resources Manager at mmcardle@shuffieldlowman.com

Guardianship Legal Assistant 

Job Description

Shuffield, Lowman & Wilson, a full-service AV-Rated law firm has an immediate need in our Orlando office for a Guardianship legal assistant. The successful candidate will have 3 years of guardianship experience, advanced level experience with MS Office (specifically in formatting), strong communication skills, and a professional demeanor. Must have excellent attention to detail, be a team player and have a strong ability to multi-task. The position requires a pro-active individual, and knows how to prioritize. Job duties will include, but are not limited to, calendaring appointments, fielding phone calls, drafting correspondence and documents, entering attorney’s weekly time records into record-keeping software, linking documents and emails to a universal case management system.

Guided and directed by Core Values outlined from the beginning by its three founders, the firm strives to continually seek EXCELLENCE RELATIONSHIPS COMMUNICATIONS TEAMWORK BALANCE.

Job offer is contingent on the candidate passing a state background check. This full-time position offers benefits options, including medical, dental, vision, short term, long term, and life insurances, paid time off, a 401(k)-retirement plan, a wellness plan, and free garage parking. No phone calls or walk-ins will be accepted.

Please send resume to Maureen McArdle, Human Resources Manager at mmcardle@shuffieldlowman.com