Accounts Payable Specialist

Overview

This role is responsible for accurately and efficiently reviewing supporting documentation and processing invoices for payment across all locations. The position operates under direct supervision and supports cash flow management, vendor relationships, and compliance with internal policies and regulatory requirements. In addition to core accounts payable duties, the specialist performs administrative and clerical tasks that support the finance team and operational efficiency.

• Job Title: Accounts Payable Specialist
• FLSA Status: Non-Exempt (Hourly)
• Schedule: 8:30 – 5:00, M-F, 37.5 hrs/week
• Reports To: Accounts Payable Manager
• Work Location: Any office location; remote work environment after the first 30 days

Responsibilities

• Process and issue checks for all locations, ensuring accuracy, timeliness, and compliance with internal controls.
• Initiate Wire and ACH payments across all locations in adherence to established procedures and regulatory requirements.
• Compile, organize, and maintain documentation including vouchers, invoices, and correspondence to support audit readiness and record integrity.
• Review invoices thoroughly for proper documentation, coding, and approval prior to payment, ensuring compliance with firm policies.
• Prepare use tax filings on a monthly, quarterly, and annual basis, ensuring timely and accurate submissions.
• Process firm-wide credit card transactions daily, ensuring proper coding, reconciliation, and compliance with expense policies.
• Reconcile vendor statements, investigate discrepancies, and implement timely resolutions to maintain strong vendor relationships.
• Monitor, troubleshoot, and respond to internal and external accounts payable inquiries with professionalism and efficiency.
• Review, approve, and process employee expense reimbursements and firm-related invoices.
• Ensure adherence to policy and accuracy.
• Monitor Positive Pay daily to detect and prevent potential fraudulent transactions.
• Support the monthly collection of purchase card receipts and corresponding vouchers, maintaining accuracy and completeness.
• Track and verify the Non-Deductible Dues spreadsheet, ensuring accuracy and proper allocation.
• Review and process rush or priority payment requests, balancing urgency with accuracy and policy compliance.
• Assist with month-end and year-end close procedures to support timely and accurate reporting.
• Manage firm refunds on a daily, weekly, or monthly basis as required.
• Perform additional duties as assigned to support firm needs and the Accounts Payable team.

Qualifications / Skills

• Education: Bachelor’s degree in Accounting or related field preferred.
• Experience: Minimum of 3+ years of accounts payable experience, including demonstrated proficiency in managing cash flow, processing invoices accurately and efficiently, reconciling vendor accounts, and controlling expenses. Previous law firm experience is required.
• System Proficiency: Experience with Aderant, or similar financial systems; adept at leveraging technology to enhance efficiency and accuracy.
• Confidentiality and Integrity: Maintains a high level of discretion with sensitive financial and employee information.
• Client-Focused Service: Commitment to providing superior service to internal teams, vendors, and other external stakeholders.
• Collaboration and Teamwork: Works effectively in a team environment and supports colleagues to achieve departmental goals.
• Accuracy and Efficiency: Produces highly accurate work with attention to detail while meeting deadlines and maintaining operational efficiency.
• Adaptability and Composure: Able to manage changing priorities while remaining calm, professional, and solution-focused under pressure.
• Process Improvement Mindset: Continuously identifies opportunities to streamline processes, optimize cash flow, and enhance internal controls.

Physical Requirements

• Position is generally sedentary; involves sitting most of the time, with potential need for brief inter-office mobility.
• Ability to occasionally or routinely lift up to 10–20 lbs.
• Ability to efficiently communicate.
• Ability to perform repetitive motions.
• Ability to see and read PC screens, detect color coding, and read fine print/small text.

Compensation & Benefits

Hourly pay varies by location based on the following ranges:

• $30.00 – $35.00: Birmingham, AL; Hendersonville, TN; Kansas City, MO; Las Vegas, NV; Miami, FL; Nashville, TN; New Orleans, LA; Overland Park, KS; Palm Beach, FL; Phoenix, AZ; Salt Lake City, UT; St. Cloud, MN; St. Louis-Clayton, MO; Tampa, FL; Tulsa, OK
• $33.00 – $38.50: Austin, TX; Chicago, IL; Dallas, TX; Denver, CO; Galveston, TX; Houston, TX; Minneapolis, MN; Plano, TX; Sacramento, CA; Westlake Village, CA
• $27.75 – $32.25: Bentonville, AR; Cape Girardeau, MO; Dakota Dunes, SD; Fayetteville, AR; Greenville, SC; Jefferson City, MO; Oklahoma City, OK; Omaha, NE; Santa Fe, NM; Springfield, MO; St. George, UT; Tallahassee, FL; Wichita, KS
• $36.15 – $42.00: Santa Monica, CA; Washington, DC
• $39.00 – $45.75: New York, NY; San Francisco, CA; San Jose, CA

Compensation is determined based on factors including location, skillset, experience, training, licenses, certifications, and other organizational needs, along with the requirements of the position.

Location

Any office location; remote work environment after the first 30 days.