Accounts Payable Specialist

Overview

The organization is seeking an Accounts Payable Specialist to accurately and efficiently review supporting documentation and process invoices for payment across all company locations. This role supports cash flow management, vendor relationships, and adherence to internal policies and regulatory requirements. In addition to core accounts payable responsibilities, the Specialist also performs administrative and clerical tasks that support the finance team and operational efficiency.

• FLSA status: Non-Exempt (Hourly)
• Schedule: 8:30 – 5:00, M-F, 37.5 hrs/week
• Work arrangement: Remote work environment after the first 30 days
• Reports to: Accounts Payable Manager

Responsibilities

• Process and issue checks for all company locations, ensuring accuracy, timeliness, and compliance with internal controls.
• Initiate wire and ACH payments across all locations in accordance with 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.
• 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, ensuring 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.

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 to support financial integrity and operational efficiency. Previous law firm experience is required.
• System proficiency: Experience with Aderant, or similar financial systems; adept at leveraging technology to enhance efficiency and accuracy.
• Maintains a high level of discretion with sensitive financial and employee information.
• Demonstrates commitment to providing superior service to internal teams, vendors, and other external stakeholders.
• Works effectively within a team environment.
• Produces highly accurate work with attention to detail while meeting deadlines.
• Able to manage changing business priorities and demands while remaining calm, professional, and solution-focused under pressure.
• Identifies opportunities to streamline processes, optimize cash flow, and enhance internal controls.

Physical Requirements

• Generally sedentary in nature; involves sitting most of the time, with potential for brief inter-office mobility.
• Ability to occasionally or routinely lift up to 10–20 lbs.
• Ability to communicate efficiently.
• Ability to perform repetitive motions.
• Ability to see and read PC screens, detect color coding, and read fine print/normal type size.

Compensation & Benefits

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

Hourly rates 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

Location

Available for any office location. Remote work environment after the first 30 days.