Bookkeeper

    About Stein Whatley Astorino

About us:

Stein Whatley Astorino is a fast-growing personal injury law firm built on one promise: Serious Attorneys. Serious Results. We fight hard for clients who have been hurt, and we have built a culture where every person on the team — from intake to accounting — plays a role in the outcome.

We are growing rapidly and investing in the systems, people, and processes that will make us the premier PI firm in our market. We are not looking for someone to shuffle paper. We are looking for someone who takes ownership, catches problems before they become crises, and treats every client's settlement funds with the same care they would want for their own.

The Role:

 The Role

The Bookkeeper will assist everything related to settlements, disbursements, trust accounting, vendor payments, and financial reporting — working directly with the managing partner and alongside our attorney and case management teams. This is a hands-on, in-office role for someone who wants to be an integral part of a growing firm, not just a back-office function.

You will be the person our attorneys trust to get settlement funds into clients' hands accurately, compliantly, and fast. Every dollar that comes into this firm and every dollar that leaves it passes through your hands — that matters enormously to us and to our clients.

In addition to the bookkeeping tasks, you may be asked to assist a partner with scheduling and organizational tasks. These will not be related to personal injury cases, but more tied to firm goals.

What you'll do

What You'll Own Day to Day

•     Settlement Processing: Review settlement statements and follow up on all action items within 48 hours of check receipt. Coordinate disbursement to clients, lienholders, and the firm accurately and on time.

•     IOLTA / Trust Accounting: Perform monthly three-way reconciliation by the 5th business day of each month. Maintain zero negative client ledger balances. Ensure every disbursement has documented attorney authorization.

•     Financial Reporting: Deliver accurate monthly financial reports to the managing partner by the 10th of each month. Attribute all matter expenses correctly. Flag trends and anomalies proactively.

•     Vendor & Medical Lien Management: Pay vendor invoices within 14 days of receipt. Confirm current lien payoffs with providers before every disbursement. Identify and resolve disbursement bottlenecks before they delay clients.

•     Smokeball: Maintain all billing, trust account records, and disbursement logs in Smokeball. Data should be current and audit-ready at all times.

•     Various administrative assistance: scheduling, calendaring, organizing

What we're looking for (Preferred but will train the right candidate)

 What We're Looking For (Preferred but will train the right candidate)

•     1–3 years of bookkeeping or accounting experience in a law firm setting

•     Hands-on experience with IOLTA / client trust accounting and three-way reconciliation

•     Demonstrated understanding of PI firm financial workflows: settlements, disbursements, medical liens, and lien payoffs

•     Strong attention to detail — you catch the $100 error before it becomes a $10,000 problem

•     Comfortable working directly with firm leadership and attorneys on a daily basis

•     Ability to explain financial information clearly to non-accountants, including clients

•     Proficiency in QuickBooks, Excel, or equivalent accounting software

•     Experience with Smokeball case management software

•     Prior experience specifically in a personal injury plaintiff firm

•     Familiarity with medical lien resolution and subrogation (Medicare, Medicaid, health insurance)

•     Experience in an on-site role supporting a firm of 5–20 people

What we offer:

What We Offer

•     Competitive salary: $45,000–$60,000 depending on experience and PI-specific background

•     Growth trajectory: As the firm grows, this role grows. We are building something — and this person will be a part of it.

•     A team that shows up: We genuinely like working together. Culture matters here — you will feel that on day one.

•     Direct access to leadership: You report to the managing partner. Your work is seen and valued at the top.

•     Paid time off, holidays, and benefits package (details provided during the interview process)

•     On-site work environment in a professional, organized, and friendly office setting