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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
