Accounts Payable Specialist

Summary

The Accounts Payable Specialist is responsible for the full accounts payable cycle from coding through payment ensuring accurate and timely processing. The Specialist must have strong administrative accounts payable knowledge, effectively prioritize workflow, and provide recommendations to improve processes. This position has significant advanced administrative support duties.

Job Duties

The following are essential job duties and responsibilities of the Accounts Payable Specialist. This list is not exhaustive, and other duties may be assigned as necessary.

Execute full-cycle A/P – organize, code, reconcile vendor invoices, and research and correct discrepancies, record, scan and file electronic invoices and other documents.

Process weekly checks, wires, credit card, and ACH payments.

Assist in maintaining company Credit Card Program including auditing expenses and perform weekly, and monthly reconciliations.

Maintain vendor 1099s as required by IRS guidelines and assist the Accounting Manager in preparing year end reports.

Maintain vendor W-9 forms.

Create and maintain process to capture unpaid sales tax to accurately pay and file quarterly State Sales & Use Tax.

Handle attorney, support staff, and vendor inquiries regarding payments and other matters.

Multitask Accounts Payable duties to accomplish goals within strict deadlines.

Assist with internal and external audits as needed.

Complete special projects on an as-needed basis.

Generate reports, store completed work in designated locations and perform backup operations.

Train as back-up to the Trust Account Administrator.

Support the month end close process by performing various month end procedures.

Identify and troubleshoot discrepancies between accounting records, researching and resolving errors by communicating with internal department personnel.

Requirements

Experience: At least 3 years of experience in full cycle accounts payable. Law firm or other professional service organization experience is preferred.

Knowledge/Skills and Abilities:

A solid understanding of basic accounting principles and their application in daily work tasks.

Excellent written and verbal communication, interpersonal, and customer service skills.

Analytical, numerically astute with strong demonstrated problem-solving abilities.

Ability to work well under pressure and handle emergency situations.

Ability to prioritize, multitask and organize workflow with a willingness to take the initiative to use these abilities to work collaboratively in meeting deadlines with a sense of urgency.

Keen attention to detail and accuracy.

Strong computer skills, including knowledge of accounting software programs. Experience using Aderant and Chrome River would be beneficial but not required.

Proficiency with Microsoft Office with emphasis on Excel skills required.

Strong organizational skills.

Excellent written and verbal communication skills.

Maturity, professionalism, and high level of discretion are required.

Ability to be self-driven and request additional tasks in any downtime.

A hybrid work schedule is available once 90 days in office have been completed for training.

Essential Physical/Mental Demands:

Ability to sit for extended periods of time.

Ability to keyboard for extended periods of time.

Ability to deal with stress due to workload pressures.