Accounting Specialist AP

Position Summary

The Accounts Payable Specialist supports firm-wide accounts payable operations by ensuring accurate and timely invoice processing, approvals, and disbursements. This role manages vendor setup and maintenance, executes payments and expense reimbursements, and maintains documentation to support compliance.

Key Responsibilities

• Sets up new vendors and maintains vendor master data (including profile updates and check voids/stale-dated check review) in accordance with firm policies
• Verifies accuracy of vendor invoices, allocates them to the correct general ledger account code, and submits for approval
• Maintains organized, historical vendor documentation to support 1099 compliance
• Reviews, verifies, codes, and processes vendor invoices, credit memos, and refunds; ensures timely submission for approval and compliance with firm policies
• Creates and manages payment schedules and issues payments via check, ACH, and wire (including client retainer refunds) while ensuring proper authorization and accurate release of firm funds
• Maintains accurate well-organized records and filing system for payment confirmations
• Processes and prepares high-volume invoices and payment import files for ERP interfaces using Excel formulas and allocation logic
• Maintains organized import and payment documentation and coordinates with stakeholders to obtain required support or compliance information
• Sets up reimbursement payments and communicates with internal requesters to obtain missing and/or updated documentation; ensures compliance notices are issued as needed
• Processes approved expense reimbursements in accordance with firm policies
• Confirms invoices have required designated approvals prior to payment processing
• Performs other department activities as needed and completes additional duties and responsibilities as assigned
• Flexibility to work overtime

Qualifications

• Ability to work under pressure to meet strict deadlines and effectively prioritize multiple tasks
• Strong attention to detail and outstanding organizational skills
• Demonstrates the ability to adapt and shift priorities in a fast-paced environment
• Requires strong problem-solving skills to identify and resolve issues independently and effectively
• Exemplifies excellent interpersonal and written/verbal communication skills, maintains a professional demeanor and polished presentation, and thrives in collaborative, team-oriented environments
• Recognizes confidential, sensitive, and proprietary information and maintain such information as confidential
• Provides outstanding client service, meet high quality standards for services and meet or exceed client expectations
• Understanding of accounting-related principles and relevant software
• Bachelor's Degree or equivalent experience in related field preferred
• Minimum 2 years of high-volume accounts payable or general accounting experience in legal or professional service industry preferred
• Technology Experience with special applications (Aderant Expert, Concur, and/or Costloader) preferred
• Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook
• Exceptional computer skills with the ability to learn new software applications quickly
• Demonstrates a basic understanding of artificial intelligence (AI), including core capabilities, limitations, and importance of data privacy, accuracy, verification, and ethical considerations within a professional services environment
• Familiarity with or willingness to learn AI platforms (e.g., Microsoft Copilot, ChatGPT, or similar tools) and incorporate them responsibly into day-to-day workflows to enhance daily work tasks as appropriate and/or directed
• Proactive approach to learning and adapting to emerging AI and related technologies and contributes to a culture of innovation