Accounts Payable Specialist

Summary

The Accounts Payable Specialist is responsible for supporting the finance department by working under his/her own initiative with limited supervision, and is accountable for significant, advanced administrative support duties. The successful candidate will possess an extensive knowledge of all AP administration functions and operations within the work unit and can effectively prioritize tasks, apply judgement and make decisions affecting improved function and procedures for which they are accountable.

Job Duties

The following are essential job duties and responsibilities of the Accounts Payable Specialist. This list is not exhaustive, and other duties may be assigned as necessary.

• Execute full-cycle A/P – organize, code, reconcile vendor invoices, and research and correct discrepancies, record, scan and file electronic invoices and other documents.
• Process weekly checks, wires, credit card, and ACH payments.
• Assist in maintaining the company Credit Card Program including auditing expenses and performing weekly, and monthly reconciliations.
• Maintain vendor 1099s as required by IRS guidelines and assist the Accounts Payable Supervisor and Accounting Manager in preparing year end reports.
• Maintain W-9 forms and request new forms as needed.
• Create and maintain the process to capture unpaid sales tax to accurately pay and file quarterly State Sales & Use Tax.
• Handle attorney, support staff, and vendor inquiries regarding payments and other matters.
• Identify and troubleshoot discrepancies between accounting records, researching and resolving errors by communicating with internal department personnel.
• Assist with internal and external audits as needed.
• Keep information confidential.
• Generate reports, store completed work in designated locations and perform backup operations.
• Support the month-end close process by performing various month end procedures.
• Multitask Accounts Payable duties to accomplish goals within strict deadlines.
• Complete special projects on an as-needed basis.

Requirements

Education: Associate’s degree in accounting preferred but not required.

Experience: At least 3 years’ experience in full cycle accounts payable.

Law firm, or other professional service organization experience is preferred, but not required.

Knowledge/Skills and Abilities:

• A solid understanding of basic accounting principles and their application in daily work tasks.
• Excellent communication, interpersonal, and customer service skills.
• Analytical, numerically astute with strong demonstrated problem-solving abilities.
• Ability to work well under pressure and handle emergency situations.
• Ability to meet strict deadlines and attend to multiple tasks at one time.
• Keen attention to detail and accuracy.
• Strong computer skills, including knowledge of accounting software programs. Experience using Aderant & Chrome River would be helpful but not required.
• Proficiency with Microsoft Office with emphasis on Excel skills required.
• Strong organizational skills and attention to detail.
• Ability to prioritize, multitask and organize workflow as well as a willingness to take the initiative to use these abilities to work collaboratively in meeting deadlines with a sense of urgency.
• Excellent written and verbal communication skills.
• Maturity, professionalism, and high level of discretion are required.
• Ability to work on-site 4 days a week, working a full day.

Essential Physical/Mental Demands

• Ability to sit for extended periods of time.
• Ability to keyboard for extended periods of time.
• Ability to travel to event locations and other offices.
• Available to work overtime during busy times.
• Ability to deal with stress due to workload pressures.