Senior Accounts Payable Specialist

We are seeking a detail-oriented and highly organized Accounts Payable Specialist to join our Accounting Department. This position is responsible for the day-to-day processing of accounts payable transactions, vendor management, account reconciliations, expense reimbursements, and various accounting support functions. The ideal candidate will possess strong analytical skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced professional environment.

The Accounts Payable Specialist works closely with attorneys, staff, vendors, and the Controller's office to ensure accurate and timely processing of financial transactions while maintaining compliance with firm policies and accounting procedures.

Essential Duties and Responsibilities

Accounts Payable Processing

• Process vendor invoices through Emburse and Net Suite.
• Process complex and manually entered invoices requiring additional analysis and coding.
• Prepare and issue vendor and expense reimbursement checks.
• Pay firm vendors through online payment portals.
• Maintain accurate accounts payable records and supporting documentation.
• Research and resolve invoice discrepancies and payment issues.
• Set up and maintain vendor records.
• Collect and maintain W-9 documentation for vendor onboarding and annual 1099 reporting compliance.
• Assist with year-end 1099 preparation and reporting requirements.
• Respond to vendor inquiries and resolve outstanding payment issues.

Reconciliations and Accounting Support

• Perform account reconciliations, including employee billable accounts and other assigned general ledger accounts.
• Reconcile and monitor vendor statements.
• Review and reconcile outstanding checks, including reissuance when necessary.
• Research and investigate returned or stale-dated checks.
• Assist with reallocations, account cleanup activities, and transaction corrections.
• Review and reconcile general ledger accounts as assigned by the Controller.

Legal and Client Matter Support

• Process attorney referral fee payments and related documentation.
• Process protected expense transactions and related disbursements.
• Maintain and enter protected expense records.
• Process client advance checks and related accounting entries.
• Enter and maintain time-coding information and accounting allocations.
• Assist with postage and cost reallocations among matters, departments, or cost centers.

Administrative and Project Support

• Serve as a primary accounting contact for assigned departments and personnel.
• Support month-end closing activities through transaction review, posting, and reconciliation tasks.
• Complete special projects and analyses as assigned by the Controller or Assistant Controller.
• Maintain confidentiality of financial, client, and employee information.

Qualifications

Education and Experience

• Associate's degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum 5 years of accounts payable or general accounting experience required.
• Law firm or professional services experience preferred.
• Experience with ERP/accounting systems such as Net Suite preferred.
• Experience with expense management systems such as Emburse preferred.

Knowledge, Skills, and Abilities

• Strong understanding of accounts payable processes and internal controls.
• Knowledge of general ledger accounting and account reconciliations.
• Familiarity with ACH, wire transfers, 1099 reporting, and vendor maintenance.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Proficient in Microsoft Excel and Microsoft Office applications.
• Ability to analyze problems, research issues, and provide effective solutions.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively in a team environment.
• Ability to handle sensitive and confidential information with discretion.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to occasionally lift and move files or office materials up to 20 pounds.