Accounts Payable Specialist

SUMMARY: The Accounts Payable Specialist position plays a critical role in the firms financial operations by managing all aspects of accounts payable and accounts receivable functions with accuracy integrity and timeliness. This position ensures vendor payments are processed efficiently billing and collections activities are completed with precision and responsiveness. The ideal candidate is detail-oriented dependable and collaborative with a proactive approach to communication and problem-solving. This role works closely with attorneys staff and external vendors and clients and may occasionally assist at the front desk to support broader firm operations.

ESSENTIAL FUNCTIONS & KEY RESPONSIBILITIES:
Accounts Payable Management
Responsible for reviewing and processing invoices accurately and in a timely manner. Ensures disbursements are completed in accordance with firm policies and regulatory requirements.
Vendor Relations & Database Oversight
Maintains professional and productive relationships with vendors. Acts as a liaison to resolve payment discrepancies or questions promptly. Monitors and manages accurate vendor records including 1099 data and W-9 documentation to support timely reporting.
Compliance & Reporting
Stays current with sales tax regulations to ensure compliance with all applicable purchases. Tracks and processes unclaimed property and stale checks in accordance with legal timelines. Supports monthly quarterly and year-end reporting requirements as needed.
Billing & Receivables
Processes client pre-bills after review by attorneys. Works with clients attorneys and staff to troubleshoot billing issues or questions and ensure client invoice accuracy. Posts client receipts accurately and completes electronic billing when applicable. Assists in taking client calls related to invoices or payments.
Confidentiality & Professionalism
Maintains the highest level of confidentiality when handling firm and financial information. Demonstrates professionalism and integrity in all internal and external communications.
Work Schedule & Attendance
Must be able to work in the office on a reliable consistent schedule to perform job duties effectively support team collaboration and ensure responsiveness to internal and external stakeholders. Prompt and reliable attendance is essential.

Other Duties as Assigned
Provides support to the Finance team and firm-wide operations with special projects and tasks as needed. May occasionally be asked to assist at the front desk or cover receptionist duties to support firm operations.

EDUCATION & EXPERIENCE REQUIREMENTS
High school diploma or equivalent required; associate degree in accounting or a business-related field preferred
23 years of experience in accounts payable or general accounting within a high-volume office setting required
Proficiency in Microsoft Office Suite (Outlook Word Excel); experience with Orion or other accounting software is preferred
Experience working with electronic billing and invoice processing systems is highly preferred.
Strong organizational analytical verbal and written communication skills
Demonstrated ability to manage multiple priorities meet deadlines and maintain accuracy while supporting a high-volume workload

PHYSICAL REQUIREMENTS:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Prolonged periods of sitting at a desk and working on a computer
Frequent use of hands and fingers for typing handling documents and using office equipment
Ability to speak clearly listen actively write clearly and understand spoken and written communication
Frequently required to stand walk and reach with hands and arms
Specific vision abilities required include close vision for reading and computer use
Ability to lift and carry items up to 25 pounds (e.g. packages mail bins or office supplies)
Occasionally required to climb stepladder balance stoop kneel crouch or crawl to retrieve files or office materials