Accounts Payable Specialist
Summary/Objective:
This position supports the firm’s accounts payable processes by completing the position’s essential duties and responsibilities and projects as assigned. This position reports directly to the Accounting Supervisor and indirectly to the Director of Finance.
Responsibilities
The essential duties and responsibilities listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to be completed by the position
- Process AP invoices by organizing check requests, invoices, and statements (including credit card statements) to be paid. Ensures that documentation received is accurate and complete and in compliance with firm policies and procedures.
- Input approved invoices and check requests into the Aderant accounting system per established procedures.
- Process daily on-demand checks per established procedures.
- Audits and verifies American Express transactions allocated via Chrome River expense tool.
- Audits and verifies employee reimbursement requests submitted via Chrome River expense tool.
- Research and respond to accounts payable related inquires. This may include contact with vendors and lawyers or staff of the firm on such topics as contract, invoice or payment discrepancies and documentation, outstanding credit memos and stop-payments for checks issued.
- Process electronic file upload for costs and vouchers from vendors.
- Disburse petty cash requests by recording entries and obtaining backup documentation. Reconcile petty cash fund for replenishment each month.
- Perform ongoing 1099 maintenance, including requesting and verification of federal tax ID numbers, assist with annual preparation and distribution of 1099 forms as requested.
- Apply understanding of sales and use tax laws to ensure compliance in all applicable jurisdictions by properly accruing use tax liability at invoice entry.
- Perform testing and implementation of new system enhancements.
- Participate in reconciliation of accounts payable aging, month-end reporting requirements and processing of weekly check runs.
- Maintain files and documentation thoroughly and accurately, in accordance with firm policy and procedure and accepted accounting practices.
- Duties related to processing of incoming mail, scanning of documents, document pulls, filing/archiving and check processing shared with the accounting team.
Competencies
The following are competencies required to be successful in this position:
- Critical Thinker - The ability to gather relevant information, interpret and evaluate the data, and make informed decisions. Develop sound, practical solutions and make timely decisions; provide creative solutions to difficult issues.
- Effective Communicator (Written and Oral) - The ability to communicate clearly and coherently, interpreting information and adapting communication to suit particular situations and audience needs.
- Strong Interpersonal Skills - The ability to develop and maintain relationships with others, and to work with others toward a common goal by working cooperatively, developing positive relationships, and providing information and assistance willingly.
- Detail-Oriented - The ability to develop and apply comprehensive planning and organizing strategies to ensure projects are appropriately prioritized and resources are used effectively and efficiently.
- Proactive - The ability to see opportunities to make improvements and independently choose strategies to achieve them; envisions new and innovative possibilities and acts on them independently to achieve benefits. Ability to anticipate work needs and follow-up on own initiative. Ability to accomplish responsibilities with minimum supervision and in a timely manner while communicating consistently and appropriately with the supervisor regarding projects being handled, problems incurred and recommended solutions.
- Manages Change - The ability to change directions quickly as workflow needs change, and to respond with flexibility to a changing work environment.
- Technical Skills/Learning - The ability to quickly learn and integrate new technical skills and knowledge; seeks out avenues to enhance technical skills.
Qualifications
- Knowledge of accounting principles and practices as normally acquired through an associate degree in accounting or closely related field, or equivalent combination of training and experience is required.
- Possess a minimum of one to two years of hands-on experience in a law firm accounting environment; Aderant experience is preferred.
- Must have strong technology skills and particularly strong skills in a service- oriented office environment.
- Demonstrated proficiency with Microsoft Suite, to include Excel and the ability to prepare ad hoc reports and requests as needed.
- Ability to multitask and prioritize.
- Ability to research and resolve errors or discrepancies, effectively and efficiently.
- Aptitude for working with numbers.
- Ability to organize work flow and use time efficiently.
- Ability to show strong attention to detail, as well as strength in the area of proofreading.
- Ability to perform at high levels in a fast-paced, ever-changing work environment and successfully adapt to changing priorities and work demands.
- Ability to anticipate work needs and follow through with minimal direction, follow up on own initiative.
Language Skills
- Must have good communications skills (i.e., communicate clearly and effectively in both written and spoken English).
Mathematical Skills
- Must possess the ability to calculate in all units of measure figures and amounts such as discounts, interest, commissions, proportions, ratios, and percentages. The ability to apply basic accounting principles is necessary.
Reasoning Skills
- Ability to interpret and to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- Uses the utmost discretion regarding sensitive company and employee information.
- Must be able to coordinate resources and responsibilities and be able to get along well with others
- Must be able to develop a strong rapport with various department staff earning trust and respect
Work Environment
The team atmosphere is fostered not only by the lawyers, but by all members of the support staff. Our firm’s employees are proud of collaborating to service firm clients. Our commitment to teamwork allows us to tap multiple fields of experience from our range of practice areas, ensuring our ability to meet each client’s individual needs. Our team approach enables us to analyze a situation from several points of view until we uncover the advantage that makes the difference for our client.
Position Type/Expected Hours of Work
Usual work hours are full-time, Monday to Friday 8:00 a.m.–5 p.m. (one-hour lunch). This is a non-exempt position, and is eligible for overtime pay. A hybrid remote/in-office schedule may be available.
Salary Range: $50,000-$65,000 annually. The final salary will be commensurate with education and experience. Additionally, the firm provides standard benefits including health insurance, 401(k) contribution, and paid time off, with annual bonus potential based on firm performance.
An Equal Opportunity Employer
We are an Equal Opportunity Employer (EOE) that values and respects the importance of a diverse and inclusive workforce. It is the policy of the firm to recruit, hire, train and promote persons in all job titles without regard to race, ethnicity, religion, sex, age, veteran status, disability, sexual orientation, or gender identity. We recognize that diversity and inclusion is a driving force in the success of our firm. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.
