Accounts Payable Specialist

Overview

This non-exempt Accounts Payable Specialist role is responsible for reviewing supporting documentation and processing invoices for payment across all locations. Work supports cash flow management, vendor relationships, and compliance with internal policies and regulatory requirements. In addition to accounts payable functions, the role includes administrative and clerical tasks supporting the finance team.

• 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, maintaining 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 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 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, supporting the finance team in timely and accurate reporting.
• Manage firm refunds on a daily, weekly, or monthly basis as required.
• Perform additional duties as assigned, exercising initiative to support the needs of the firm and the Accounts Payable team.

Requirements

• 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, 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: Provides superior service to internal teams, vendors, and other external stakeholders.
• Collaboration and Teamwork: Works effectively in a team environment.
• Accuracy and Efficiency: Produces highly accurate work with attention to detail while meeting deadlines.
• Adaptability and Composure: Manages changing priorities calmly and professionally under pressure.
• Process Improvement Mindset: 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 possible 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/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. Rate varies by location as follows (hourly):

• $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

Disclaimer

Statements describe the general nature and level of work performed. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required.