Accounts Payable Specialist

Overview

This position is responsible for accurately and efficiently reviewing supporting documentation and processing invoices for payment across all locations. Work includes core accounts payable functions as well as 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
Location: Any office location; remote work environment after the first 30 days
Reports To: Accounts Payable Manager

Responsibilities

• Process and issue checks for all locations, ensuring accuracy, timeliness, and compliance with internal controls.
• Initiate Wire and ACH payments across all locations, adhering 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 accuracy and 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 resolve issues in a timely manner 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 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 with demonstrated proficiency in:
  • Managing cash flow
  • Processing invoices accurately and efficiently
  • Reconciling vendor accounts
  • Controlling expenses
  • Prior law firm experience is required.
• System Proficiency: Experience with Aderant, or similar financial systems; adept at leveraging technology to enhance efficiency and accuracy.
• High level of discretion with sensitive financial and employee information.
• Commitment to providing superior service to internal teams, vendors, and other external stakeholders.
• Ability to work effectively in a team environment.
• Produces highly accurate work with attention to detail while meeting deadlines.
• Able to manage changing priorities calmly, professionally, and in a solution-focused manner under pressure.
• Process improvement mindset, including identifying opportunities to streamline processes, optimize cash flow, and enhance internal controls.

Physical Requirements

• Position is generally sedentary; involves sitting most of the time, with occasional inter-office mobility for brief periods.
• 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 type.

Compensation & Benefits

Compensation is determined based on factors including (but not limited to) location, skillset, experience, training, licenses, certifications, and other business or organizational needs. Hourly pay varies by location as follows:

• 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: $30.00 - $35.00
• Austin, TX; Chicago, IL; Dallas, TX; Denver, CO; Galveston, TX; Houston, TX; Minneapolis, MN; Plano, TX; Sacramento, CA; Westlake Village, CA: $33.00 - $38.50
• 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: $27.75 - $32.25
• Santa Monica, CA; Washington, DC: $36.15 - $42.00
• New York, NY; San Francisco, CA; San Jose, CA: $39.00 - $45.75