Staff - Job Openings

Job Openings:

Accounting Staff* - Louisville, Ky. Office

Stites & Harbison, PLLC, a full-service law firm would like to add a highly qualified Accounting Clerk to support the daily operations of the accounting team in Louisville, Kentucky. This is a non-exempt, full-time position with excellent benefits.

We are seeking a detail-oriented and reliable Accounting Clerk to join our dynamic law office. The Accounting Clerk will be responsible for assisting in various accounting tasks, including but not limited to accounts payable, trust accounting, expense reimbursement, and general financial record-keeping. The ideal candidate will have a strong understanding of accounting principles, excellent organizational skills, and the ability to thrive in a fast-paced environment.

This is not a remote position and only candidates within commuting distance of the office will be considered. We offer a business casual atmosphere that promotes a positive work environment for all employees.

Responsibilities:

Processing vendor invoices and expenses incurred by the firm.
Verifying accuracy and completeness of invoices and expense reports.
Ensuring proper coding and categorization of expenses according to firm policies.
Processing check runs or electronic payments in accordance with established payment schedules.
Monitoring and managing accounts payable aging to ensure timely payment and prevent overdue balances.
Following established accounting policies, procedures, and controls to ensure accuracy and integrity of financial data.
Providing general administrative support to the accounting department as needed.

Required skills and qualifications:

High School Diploma (or equivalent); Associates Degree or Bachelor’s Degree in finance or accounting preferred
3+ years of experience bookkeeping, accounting, or related field
Excel – moderate skills, basic pivot tables, traditional formatting, basic formulas
Natural proficiency with math
Good time management skills and ability to prioritize
Excellent organizational skills and attention to detail
Proficiency with office productivity applications and aptitude for learning new systems

Preferred skills and qualifications:

Law firm accounting
Cash basis accounting
Bank reconciliations
Balance Sheet account reconciliations
Accounts Payable
Report Preparation

Please apply by submitting a cover letter and resume to Derek Halliburton.

Billing Specialist* - Louisville, Ky. Office

Stites & Harbison, PLLC, a full-service law firm would like to add a Billing Specialist to support the daily operations of the accounting team in Louisville, Kentucky. This is a non-exempt, full-time position with excellent benefits.

The ideal candidate has a natural passion for math and an eagerness to learn more about the overall billing process. Under the direction of the Billing Manager, the billing specialist will prepare and process billing invoices from pre-stage to final invoicing for firm clients.

Responsibilities:

Collaborate with attorneys, legal assistants and others to generate prebills, monitor unbilled time, ensure timely billing and collections.
Make edits to prebills per partner instructions including, but not limited to, time descriptions, transfers, write down/off of unbilled time/costs in conformity with firm policy.
Show tenacity and drive in following up with Billing Partners and others in order to resolve client billing issues and ensure invoices are approved and billed.
Reconciling and maintaining of client accounts and accrual schedules.
Review prebills and follow-up with attorneys to ensure that entries are posted to correct matters.
Editing and translating prebills into bills utilizing the 3E system.

Required skills and qualifications:

High School Diploma (or equivalent)
Proficiency in Elite, 3E, or ADERANT
Understanding of basic principles of finance, accounting, and bookkeeping
Superb time management skills and detail orientation
Ability to maintain confidentiality of company and partner information

Please apply by submitting a cover letter and resume to Derek Halliburton.

Conflicts and New Business Intake Operator* - Louisville, Ky. Office

Stites & Harbison, PLLC, a full-service law firm, is seeking a detail-oriented Conflicts and New Business Intake Operator to support the daily operations of the firm’s Business Intake and Conflicts team in Louisville, Kentucky. The successful candidate must demonstrate good judgment and have a strong aptitude for investigating and researching potential issues as the firm takes on prospective business. Experience with law firm business intake and/or conflicts analysis is desired. Experience with intake and client/matter maintenance utilizing Intapp Open and/or 3E software is preferred.

While this is a full-time position regularly requiring 40 hours a week, the firm is seeking an Operator with the flexibility to work more hours, if needed. Hybrid and remote work will be considered for the right candidate.

Responsibilities

Work with various firm personnel to obtain details needed for new business intake.
Perform conflicts of interest searches and analysis.
Assist the Conflicts and Business Intake Manager and other Analysts in the resolution and clearance of conflicts of interest issues.
Complete administrative tasks related to business intake, conflict searches, and opening of new files.
Work in conjunction with the Conflicts and Business Intake Team and the Billing Team to cover the workload with a team approach and the spirit of dedication to client service for both internal and external clients.
Assist the Conflicts and Business Intake Team with a wide range of research requests, compliance activities, and other projects.
Become a key contributor to ongoing process improvement.

Required Qualifications

A minimum of a 2-year college degree. Experience in new business intake in a law firm setting may be considered in lieu of this requirement.
Experience with Intapp Open and 3E (preferred).
Ability to maintain confidentiality in highly sensitive matters.
Excellent data-entry skills and strict attention to detail.
Outstanding verbal and written business communication skills.
Strong analytical skill and ability.
Strong sense of motivation.

Interested candidates should submit a resume and cover letter to Cathy Carroll with the subject line “Conflicts and New Business Intake Operator Application.” Please include a brief statement of your relevant experience and why you are excited to join our team. No phone calls, please.

Electronic Billing Specialist* - Louisville, Ky. Office

Stites & Harbison, PLLC, a full-service law firm would like to add a highly qualified Electronic Billing Specialist to our Client Billing team in Louisville, Kentucky. The successful candidate will be responsible for the handling of the firm’s ebilling operations. This position works closely with other Accounting & Finance staff, especially with Billing Coordinators, the Billing & Collections Manager and Accounting Managers nationally. This is a non-exempt, full-time position with excellent benefits.

Responsibilities:

Assist the Electronic Billing Supervisor in the set-up and implementation of new ebilling, including obtaining all necessary timekeeper billing rates and ensure client references have been established. Handling of the ebilling implementation will require coordination with the client, ebilling vendor (if necessary), the Principal Billing Partner or other attorneys.
Review of any client Outside Counsel Guidelines to establish and set up new clients in eBilling Hub and the firm’s financial accounting system.
Monitor eBilling Hub and all ebilling vendor sites in order to conduct continual and thorough account audits to resolve all invoice rejections or inability to upload invoices, in a timely manner. This requires close coordination with the Billing Coordinator and keeping the Electronic Billing Manager.
Actively participate in and assist the Electronic Billing Supervisor in meetings and training sessions with Accounting & Finance staff on all aspects of ebilling.
Provide feedback and recommendations to Accounting & Finance management on process improvements and reviews of ebilling policy and procedures. Also, research and respond to client, attorney or staff inquiries.

Required skills and qualifications:

High School Diploma (or equivalent); Associates Degree or Bachelor’s Degree in finance or accounting preferred
3+ years of law firm billing experience, including eBilling
Prior Elite Enterprise or 3E experience preferred

Please apply by submitting a cover letter and resume to Derek Halliburton.

**Employment Law/Relativity Software Paralegal* - Louisville, Ky. office**

Stites & Harbison, PLLC, a full-service law firm, is seeking a motivated and detail-oriented Employment Law Paralegal to join our team. The ideal candidate will support our attorneys in delivering exceptional service to our clients in a collaborative, fast-paced environment. This is an in-office position based at our Louisville office.

Responsibilities

Assist attorneys in preparing case files, discovery documents, pleadings, and correspondence related to employment law matters.
Conduct legal research on employment laws, statues, case law, and regulatory updates.
Draft and review employment-related documents such as contracts, policies and employee handbooks.
Prepare and organize documents for client meetings, hearings, and trials.
Manage and maintain case files, ensuring deadlines are met and all documents are properly filed.
Communicate with clients to gather information to provide updates, and assist with any inquiries.
Assist with drafting settlement agreements, demand letters, and other legal documents.
Support attorneys in preparing for hearings, mediations, and trials, including coordinating logistics and evidence.
File legal documents with courts and administrative agencies, such as the EEOC, DOL, and state labor boards.
Maintain strict confidentiality and professionalism at all times.

Required Skills and Qualifications

Extensive employment law litigation experience.
Proficient in Microsoft Office Suite (Word, Excel, Outlook), legal research tools, and case management software.
Familiarity with Relativity software is a plus but not required.
Technologically proficient is a plus.
Strong multitasking skills and the ability to manage multiple cases and deadlines simultaneously.
Associate’s degree, Bachelor’s degree or paralegal certificate from an ABA-approved program preferred.

Interested candidates should submit a resume and cover letter to Laura Cassaro with the subject line “Employment Law Paralegal Application.” Please include a brief statement of your relevant experience and why you are excited to join our team. No phone calls, please.

**IP Legal Assistant* - Lexington, Ky. office**

Stites & Harbison, PLLC, a full-service law firm, is seeking a motivated and detail-oriented IP Legal Assistant to join our team. This role supports attorneys in delivering exceptional service to clients in a collaborative, fast-paced environment. This is a non-exempt, in-office position based in our Lexington office.

Key Responsibilities

Draft, edit, and proofread correspondence, reports, memoranda, and legal documents.
Prepare and process legal filings such as motions, briefs, orders, and petitions.
Maintain and manage legal records and filing systems.
File and serve legal documents via mail, facsimile, or messenger.
Schedule appointments and perform confidential administrative tasks.
Assist with client invoicing, including editing and sending bills.
Support accounts receivable collection efforts.
Review and release daily time entries for assigned attorneys.
Conduct conflict checks, process new matters, draft engagement letters, and update client records.
Generate patent and trademark status reports and communicate updates to clients.
File trademark and patent applications with the USPTO.
File documents electronically with federal, state, and appellate courts.
Process expense reimbursements using Chrome River.
Manage client billing matters and review/edit pre-bills with the billing coordinator.
Provide general administrative support to attorneys.

Education & Experience Requirements

3+ years of law firm administrative experience.
Proficiency in Office 365, including Word (with Track Changes) and Excel.
Ability to learn service group-specific software.
Strong attention to detail, grammar, spelling, and proofreading.
Excellent organizational skills.
Equivalent combinations of education, experience, and training will be considered.

Skills & Competencies

Strong attention to detail, time management, and organizational skills.
Ability to work independently and collaboratively.
Maintain confidentiality.
Follow verbal and written instructions accurately.
Proficiency with office equipment, including computers, fax machines, copiers, and scanners.
Computer literacy in Microsoft Office (Word, Excel, Outlook, PowerPoint) and other legal software (preferred).
Knowledge of legal terminology, forms, and filing procedures (preferred).
Strong English language skills, including spelling, grammar, and punctuation.
Excellent oral and written communication skills.
Ability to transcribe dictation, interviews, or meeting minutes.
Understanding of record-keeping and reporting procedures.
Analytical skills to assess situations and determine effective actions.
Typing speed of 60-65 WPM.

This is a great opportunity for a detail-oriented legal professional to join a dynamic, well-established law firm. Apply today to become part of our team at Stites & Harbison, PLLC!

Interested candidates should submit a resume and cover letter to Amy Newton with the subject line “IP Legal Assistant Application.” Please include a brief statement of your relevant experience and why you are excited to join our team. No phone calls, please.

**Receptionist* - Lexington, Ky. office**

Stites & Harbison, a full-service law firm, is seeking a Receptionist to provide exceptional client service and administrative support in a professional and collaborative environment. As the first point of contact for our Lexington office, this in-person role is essential in ensuring our clients and visitors have a welcoming and seamless experience.

Key Responsibilities

Client and Visitor Experience

Greet clients, visitors, and staff warmly and professionally.
Notify attorneys and staff of client arrivals and assist with directions to conference rooms or other areas.
Maintain a polished and organized lobby area.

Phone and Communication Support

Answer and direct incoming calls promptly and courteously.
Provide callers with accurate information or connect them to the appropriate team member.

Meeting and Event Coordination

Manage conference room schedule and coordinate setups and cleanups with hospitality staff.
Coordinate office hoteling, visiting attorney accommodations, and client logistics.
Handle catering arrangements and distribute lunch orders for meetings.
Partner with vendors and caterers for special functions and events.

Administrative and Operational Tasks

Handle parking validations.
Process overnight deliveries.
Sign for incoming packages and notify recipients.
Submit expense reports via Chrome River and maintain compliance with firm policies.
Monitor floral deliveries to ensure appropriate and appealing arrangements.
Notify building management of maintenance issues and handle temperature adjustments or other requests.

Additional Duties

Assist attorneys, staff, and clients with miscellaneous requests and resolve concerns proactively.
Perform other duties as assigned to support office operations.

Education and Experience Requirements

Associate’s Degree (or equivalent of 64 hours) preferred; High School diploma or GED required.
Minimum of 1 year of experience in a professional office or customer-facing role is strongly preferred.

Skills and Competencies

Strong interpersonal and verbal communication skills with the ability to project a professional image.
Demonstrated ability to build and maintain positive working relationships with colleagues and clients.
Exceptional organizational skills and attention to detail in a fast-paced environment.
Proficiency in Microsoft Office Suite and familiarity with general office procedures.
Reliable attendance and punctuality are essential for this role.
Ability to maintain confidentiality and handle sensitive matters with discretion.
Experience operating a multi-line phone system (preferred but not required).

At Stites & Harbison, we value a culture of collaboration, respect, and excellence. This role offers an opportunity to contribute to the success of a prestigious law firm while building meaningful relationships with our team and clients.

If you’re enthusiastic about creating a positive and professional experience for clients and visitors, we’d love to hear from you!

Interested candidates should submit a resume and cover letter to Amy Newton with the subject line “Receptionist Application.” Please include a brief statement of your relevant experience and why you are excited to join our team. No phone calls, please.

*Stites & Harbison is proud to be recognized as one of the Top 20 “Best Places to Work in Kentucky” for 2024 in the medium company category. The firm has earned this recognition 18 times, with 10 appearances in the Top 10.

Stites & Harbison is committed to creating a diverse and inclusive workplace. We encourage applicants from all backgrounds, including cultures, races, colors, religions, sexes, national or regional origins, ages, disability statuses, sexual orientations, gender identities, military statuses, and other statuses protected by law. We are an Equal Opportunity Employer and offer a competitive salary and benefits package.

Notice to Recruiters and Search Firms: Stites & Harbison will only accept submissions from recruiters with whom we have a current signed fee agreement.

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If you are interested in a position within one of our offices, please submit a cover letter and resume to the following:

Alexandria, VA
Susan Finke
Office Administrator
1800 Diagonal Road, Suite 325
Alexandria, VA 22314
[email protected]
(703) 837-3912

Atlanta, GA; Franklin, Memphis and Nashville, TN
Stan Pyrdum
Office Administrator
401 Commerce Street, Suite 800
SunTrust Plaza
Nashville, TN 37219
[email protected]
(615) 782-2247

Covington, Frankfort and Lexington, KY

Amy Newton
Office Administrator
250 West Main Street, Suite 2300
Lexington, KY 40507
[email protected]
(859) 226-2232

Louisville, KY and Jeffersonville, IN
Laura Cassaro
Office Administrator
400 West Market Street, Suite 1800
Louisville, KY 40202
[email protected]
(502) 681-0480