Accounts Payable Specialist

To be part of a dynamic team facilitating the routine and advanced accounts payable functions of the law firm. This position works with others who share a passion for doing great work in the best interest of the firm, our vendors, and our clients.

Responsibilities

• Accurately and efficiently process and pay vendor invoices; includes data entry, reviewing for accuracy, ensuring compliance with firm policies, routing for appropriate approvals, archiving backup, and creating and delivering end documents (checks, reports, etc.)
• Review and process Trust Disbursement requests authorized by the matter Billing Attorney; validate and ensure accuracy of the disbursement based on supporting documentation
• Accurately and efficiently process firm employee and partner expense reimbursements and/or corporate card account transactions
• Accurately and efficiently process on-demand check requests for firm members
• Accurately onboard new vendors and maintain existing vendors; including vendor information, setup of appropriate 1099 information, payee terms, and remittance information
• Respond to and service legal administrative assistants, attorneys, and other firm and accounting personnel via email, telephone, or interoffice mail
• Sort and distribute incoming mail to the accounting department
• Ensure Sales & Use Tax compliance and reporting as it relates to processed vendor invoices or expense reimbursements
• Continuously review and improve the Accounts Payable processes and documentation
• Support/Backup of Accounts Payable functions as assigned or as needed
• Complete ad-hoc projects, requests, or other items as directed by the manager

Secondary Responsibilities

• Setup and maintain firm timekeeper setups within the financial system
• Process daily deposit for the firm
• Enter and/or review matter cost recovery and voucher/invoice loads
• Process Charitable Foundation disbursements
• Prepare reconciliation of vendor accounts
• Review and ensure proper 1099 reporting and filing requirements

Competencies

• Integrity/Honesty: Behaves in an honest, fair, and ethical manner. Shows consistency in words and actions. Models high standards of ethics
• Accountability: Holds oneself accountable for high-quality, accurate, timely, and effective results
• Interpersonal Skills: Treats others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations
• Team Building: Fosters team commitment, facilitates cooperation, and motivates team members to accomplish goals
• Resilience: Deals effectively with pressure; remains optimistic and persistent, even under adversity. Recovers quickly from setbacks
• Flexibility: Is open to change and new information; rapidly adapts to new information, changing conditions, or unexpected obstacles

Requirements

• High attention to detail
• Efficient at entering data (Typing and 10-key skills)
• Highly accurate
• Excellent organizational and customer service skills
• Excellent written and verbal communications skills, tact, discretion, dependability, and confidentiality
• Intermediate knowledge of Microsoft Office; including Outlook, Word, and Excel
• Technological and mathematical aptitude

Qualifications

• Associate’s degree in Finance, Accounting, Business, or related field required
• Bachelor’s degree in Finance, Accounting, Business, or related field preferred
• Prior accounts payable experience preferred in the legal or professional service industry
• Prior experience with Elite 3E and/or Aderant legal software and Emburse Expense and Invoice preferred

Physical Demands

• Work is performed in a professional office environment
• Must be able to remain in a stationary position for long periods of time (working at a computer)
• Ability to move/traverse about inside the office intermittently throughout the day (attend meetings, access file cabinets, obtain supplies from supply room, etc.)
• Operate computer and other office equipment; such as a copy machine, printer, telephone, etc.
• Repetitive movement (i.e., heavy computer/keyboard use)
• Regular verbal and written interaction with others
• May require occasional lifting and bending (retrieve files, get copy paper, etc.)

Pay

The hourly pay rate for this position is $27.96 - $34.18 per hour, depending on experience. This is a non-exempt position eligible for overtime.

Schedule

• Incumbent is expected to work the hours and shift necessary to fulfill the responsibilities of the position
• May require more than standard hours, especially during month and year-end closings and during special projects