Position Summary

The Accounts Payable Specialist manages the Firm’s day-to-day accounts payable activities, including vendor invoices, employee expenses, payments, credit card transactions, and related accounting records.

This position works closely with the CFO and Accounting Department to ensure payments and expenses are processed accurately, timely, and in accordance with Firm policies.

Essential Duties and Responsibilities

• Review, code, enter, and process vendor invoices and payments.
• Verify appropriate approvals, account coding, and supporting documentation.
• Process weekly payments, including checks, ACH, and electronic payments.
• Maintain vendor records, including W-9s and payment information.
• Reconcile vendor statements and research invoice or payment discrepancies.
• Process employee expense reimbursements and verify required documentation and approvals.
• Assist with Firm credit card transactions and monthly reconciliations.
• Coordinate with Billing and Accounting to properly record client-related and reimbursable expenses.
• Respond to vendor inquiries and resolve payment issues.
• Maintain organized electronic AP records and supporting documentation.
• Assist with new vendor setup and verification.
• Assist with 1099 reporting and month-end/year-end accountingprocesses.
• Identify and research duplicate invoices, incorrect charges, overpayments, and unusual transactions.
• Follow Firm approval procedures and internal controls for payments and expenses.
• Assist the CFO and Accounting Department with other accountingprojects and responsibilities as needed.

 

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree in Accounting, Finance, Business, or related field preferred.
• 2–5 years of accounts payable or general accounting experience preferred.
• Law firm or professional-services experience is a plus.
• Experience with accounting software, electronic payments, and Microsoft Excel.
• Experience with QuickBooks, LeanLaw, Clio, or similar systems is a plus.

 

Knowledge, Skills & Abilities

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and deadlines.
• Strong reconciliation and problem-solving skills.
• Professional communication skills.
• Ability to work independently and collaboratively.
• Ability to handle confidential financial information with discretion.

 

Performance Expectations

The Accounts Payable Specialist is expected to maintain timely and accurate invoice processing and payments, properly documented and reconciled AP records, appropriate handling of client-reimbursable expenses, and compliance with Firm policies and internal controls.

 

Work Environment

This position operates in a professional law firm environment and regularly interacts with attorneys, staff, vendors, and Firm leadership. The position requires professionalism, accuracy, confidentiality, and discretion.