Accounts Payable Specialist

Position Overview

We are seeking a detail-oriented and highly organized Accounts Payable Specialist to join our fast-paced personal injury law firm. The ideal candidate will be responsible for managing the firm’s accounts payable processes, ensuring accurate and timely payment of invoices, maintaining vendor relationships, and supporting the financial operations of the firm. This role requires a keen eye for detail, strong problem-solving skills, and the ability to handle confidential information with discretion.

Key Responsibilities

Invoice Management:

• Review, verify, and process invoices for accuracy and proper authorization.
• Match invoices to supporting documentation (e.g., purchase orders, contracts).
• Resolve discrepancies with vendors or internal teams in a timely manner.

Payment Processing:

• Prepare and execute payments via checks.
• Ensure timely payments to avoid late fees and maintain vendor relationships.
• Track and record payment transactions in the accounting system.

Expense Reconciliation:

• Assist with reconciling accounts payable transactions.
• Maintain accurate records of all accounts payable data.
• Review and monitor employee expense reports for compliance with firm policies.

Vendor Relations:

• Serve as the primary contact for vendor inquiries regarding invoices, payments, and account status.
• Manage vendor setup and maintain updated records, including W-9 forms.

Reporting and Compliance:

• Monitor AMEX transactions, Reconcile AMEX billing statements with internal financial records.
• Assist with audits by providing documentation and reports.
• Ensure compliance with financial regulations and internal policies.

Administrative Support:

• Collaborate with the finance team on budgeting and forecasting efforts.
• Maintain filing systems for accounts payable records (physical and electronic).

Qualifications

Education & Experience:

• High School or associate’s in finance, or a related field preferred.
• Minimum of 1 year of accounts payable experience, preferably in a law firm or professional services environment.

Technical Skills:

• Proficiency in accounting software (e.g., QuickBooks, Bill.com) and Microsoft Office Suite (Excel, Word, Outlook).
• Familiarity with legal software (e.g., Filevine) is a plus.

Soft Skills:

• Strong attention to detail and high level of accuracy.
• Excellent organizational and time management skills to handle multiple priorities.
• Strong interpersonal and communication skills to interact effectively with vendors and team members.

Why Join Us?

• Competitive salary and benefits package, including health insurance, retirement plans, and paid time off.
• Opportunities for professional development and career growth.
• A supportive and collaborative work environment in a mission-driven firm dedicated to advocating for our clients.