AP Specialist

Job Description

Fully In Office Role

Position Summary

The Accounts Payable Specialist will be responsible for the day-to-day processing and management of firm accounts payable, including invoice entry, coding, approvals, vendor maintenance, payment processing, reconciliations, and resolving discrepancies.

The successful candidate will be able to manage high transaction volume while maintaining accuracy, confidentiality, and strong internal controls.

Key Responsibilities

• Process a high volume of vendor invoices accurately and efficiently.
• Review invoices for proper documentation, coding, approvals, and supporting information.
• Enter invoices and payment information into the firm's accounting system.
• Match invoices to purchase orders, approvals, or other supporting documentation when applicable.
• Obtain appropriate approvals and follow established payment procedures.
• Prepare and process checks, ACH payments, wires, and other approved payment methods.
• Maintain accurate vendor records and documentation.
• Reconcile vendor statements and research outstanding or disputed items.
• Identify duplicate invoices, discrepancies, incorrect charges, and potential payment issues.
• Respond to vendor inquiries regarding invoices, payment status, and account balances.
• Communicate with attorneys, legal staff, office managers, and other departments regarding invoices and expenses.
• Assist with month-end and year-end closing activities.
• Maintain organized electronic and physical AP records.
• Monitor AP aging and assist with maintaining timely payment cycles.
• Assist with expense reports and employee reimbursements as needed.
• Protect confidential financial and firm information.
• Follow firm policies, accounting procedures, and internal controls.
• Assist with special accounting projects and other duties as assigned.

Qualifications

• 2+ years of Accounts Payable or related accounting experience preferred.
• High-volume AP experience strongly preferred.
• Experience working in a law firm, professional-services environment, or other high-volume organization is a plus.
• Strong understanding of invoice processing and payment procedures.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to prioritize and manage multiple deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Excel and Microsoft Office.
• Experience with accounting or ERP systems.
• Ability to work independently while functioning effectively as part of a larger accounting team.
• Professional demeanor and strong customer-service skills.