Accounts Payable Specialist

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Job ID#: 36664

Position Summary

Reporting to the Accounting Manager, the Accounts Payable Specialist is responsible for managing the full-cycle accounts payable process for the firm. This role ensures accurate and timely processing of vendor invoices, expense reimbursements, and trust-related disbursements in compliance with firm policies, legal billing guidelines, and applicable bar association rules.

Key Responsibilities

Invoice & Payment Processing

• Initiate and process a high volume of vendor invoices, ensuring proper general ledger coding and approval workflows
• Prepare and execute weekly check runs, ACH payments, and wire transfers
• Reconcile vendor statements and resolve discrepancies in a timely manner
• Maintain accurate vendor records, including W-9 forms and banking information

Trust & Client Disbursements

• Assist with processing client trust account disbursements in compliance with IOLTA rules and state bar regulations
• Coordinate with attorneys and paralegals on client cost disbursements and expense recovery

Expense Management

• Process attorney and staff expense reimbursement requests in accordance with firm policy
• Review expense reports for compliance with firm guidelines and appropriate documentation
• Assist with month-end close activities, including AP accruals and account reconciliations
• Generate AP aging reports and provide analysis to the Accounting Manager and CFO
• Support annual 1099 preparation and filing

Compliance & Controls

• Ensure all payments comply with firm policies, ethical obligations, and relevant billing guidelines (e.g., ABA, state bar rules)
• Maintain organized and audit-ready AP files and documentation
• Identify process improvement opportunities to enhance efficiency and internal controls

Qualifications/Competencies

• Associate's or Bachelor's degree in Accounting, Finance, or related field
• 2+ years of accounts payable experience; law firm or professional services experience strongly preferred
• Proficiency with legal billing/accounting software (e.g., SurePoint, Emburse, or similar) including electronic payment platforms and paperless AP systems
• Strong understanding of general ledger coding and AP workflows
• Knowledge of IOLTA trust accounting rules is a plus
• Proficiency in Microsoft Excel and the Microsoft Office Suite
• Professional, client-centric, tactful, honest, respectful, and courteous
• High attention to detail and accuracy
• Excellent interpersonal, written and verbal communication skills
• Works well in a dynamic environment, and to respond effectively with calm, resourcefulness, and flexibility in demanding situations
• Can multi-task, organize, and prioritize work
• Identify and analyze issues and problems, and recommend and implement solutions
• Time management and ability to meet deadlines in a fast-paced environment
• Collaborative team player with a proactive, problem-solving mindset
• Integrity and discretion in handling sensitive financial and firm/client information

Compensation & Benefits

• Competitive salary commensurate with experience
• Health, dental, and vision insurance
• 401(k) and Profit Sharing
• Paid time off and firm holidays

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