Accounts Payable Specialist

Overview

This role involves supporting the Accounts Payable function under direct supervision. The Accounts Payable Specialist reviews supporting documentation and processes invoices for payment across all locations. The position supports cash flow management, vendor relationships, and compliance with internal policies and regulatory requirements, along with administrative and clerical tasks for the finance team.

Schedule and FLSA Status

• FLSA Status: Non-Exempt (Hourly)
• Schedule: 8:30 – 5:00, M-F, 37.5 hrs/week

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, following established procedures and regulatory requirements.
• Compile, organize, and maintain documentation (vouchers, invoices, and correspondence) to support audit readiness and record integrity.
• Review invoices 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.
• Process firm-wide credit card transactions daily, ensuring proper coding, reconciliation, and compliance with expense policies.
• Reconcile vendor statements, investigate discrepancies, and resolve issues in a timely manner to maintain strong vendor relationships.
• Monitor, troubleshoot, and respond to internal and external accounts payable inquiries professionally and efficiently.
• Review, approve, and process employee expense reimbursements and firm-related invoices.
• Monitor Positive Pay daily to detect and prevent potential fraudulent transactions.
• Support the monthly collection of purchase card receipts and corresponding vouchers, ensuring accuracy and completeness.
• Track and verify the Non-Deductible Dues spreadsheet for accuracy and proper allocation.
• Review and process rush or priority payment requests while 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, using initiative to support the needs of the firm 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, demonstrating 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; able to leverage technology to improve efficiency and accuracy.
• Maintains confidentiality and discretion with sensitive financial and employee information.
• Provides superior service to internal teams, vendors, and other external stakeholders.
• Works effectively in a team environment.
• Produces highly accurate work with attention to detail while meeting deadlines.
• Manages changing priorities and remains calm, professional, and solution-focused under pressure.
• Demonstrates a process improvement mindset—identifies opportunities to streamline processes, optimize cash flow, and enhance internal controls.

Physical Requirements

• Position is generally sedentary; sitting most of the time, with possible 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/normal type size print.

Compensation & Benefits

Compensation is determined based on factors including location, skillset, experience, training, licenses, certifications, and other business or organizational needs, and will vary by location.

Hourly pay ranges (by location):

• $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