Description

 The candidate’s primary responsibility is to oversee the firm’s Accounts Payable function. In addition, the applicant will be responsible for ad-hoc analysis and special projects. The candidate must be a highly motivated individual who excels in a fast-paced environment that values top-quality work and positive contributions to the workplace. Must be a team player and have prior experience with accounts payable, accounting systems and online banking systems. Responsibilities include:

• Manage and oversee MS&B’s accounts payable function ensuring timely processing and coordination of vendor bills. Ascertain that approvals are in place and where applicable, payments are made in accordance with contract terms. Coordinate check signatures and check deliveries. 
• Maintain all vendor accounts including set-ups and address changes. 
• Manage timely payment of bank cards and collect documentation for all charges.
• Process monthly attorney expense reports, match reported expenses to supporting documentation and code accurately.
• Maintain accounts payable files in organized manner. File vendor bills/contracts/external documents in a timely manner using both hardcopy and electronic filing systems. 
• Process cost allocations including but not limited to WestLaw, Pacer and postage charges. 
• Prepare positive pay files. When required, interact with banking representative/Controller to resolve issues.
• Maintain banking processes including outgoing wire/ACH transfers & monitoring of cash balances. Ensure all costs are vouchered. 
• Respond to inquiries sourced from vendors, in-house attorneys and support staff in a professional, efficient and timely manner.
• Ensure AP subledger remains current and stale dated transactions are resolved in timely fashion. 
• Address stale dated outstanding checks sourced from bank reconciliations and investigate open items. Coordinate efforts, if necessary, with other colleagues and attorneys. Void and reissue checks in timely fashion. 
• Oversee petty cash vouchering and reconciliation.
• Participate in year-end financial reporting processes as required. 
• Ensure that W-9s are in place where applicable. Oversee year-end 1099-Misc/NEC efforts. 
• Oversee the departments retrieval and destruction of storage files.

Requirements

• Experience with cash application/disbursement and online banking features. Must follow-through and resolve open items in a timely manner and take full ownership of tasks at hand.
• Experience with professional accounting software (SurePoint preferred) and ability to journalize adjustments. Adaptable and flexible nature is a must! 
• Possess aptitude and willingness to process monthly allocations including last minute emergency checks on demand. 
• Strong knowledge of use of GL codes and willingness to assist team members during month and year-end external audits.
• Experience with NetDocs document management systems and iTimekeep time data systems a plus.
• Excellent computer proficiency and talent for using new software/systems Intermediate skills in MS Excel and Word. Comfortable with creating pivot tables and using MS Excel functions for use in reporting. 
• Strong attention to detail and excellent communication skills, both oral and written. Must be able to multi-task and have excellent time management skills.
• Advanced organization skills and ability to adapt well while working under pressure. 
• Ability to keep confidences while working with propriety data.
• Self-starter with the ability to think “outside the box” and work independently with minimal supervision.
• Team player with problem solving attitude. 

Education: Bachelor or Associate degree preferred. Candidate with relevant equivalent work experience will be considered.