Accounting Clerk: Accounts Payable- Charleston, WV

Job Description

Job Description

Flaherty Sensabaugh Bonasso PLLC is seeking an Accounting Clerk with a focus on accounts payable to join our Charleston, WV office.  The Accounting Clerk is responsible for the accurate and timely processing of the Firm's accounts payable activities and provides general clerical and accounting support to the Department. This position manages vendor invoices, employee reimbursements, payment processing, vendor records, account reconciliations, and related financial documentation.

This role works closely with attorneys, staff, vendors, and Finance Department colleagues to ensure expenses are properly documented, approved, coded, and processed in accordance with Firm policies and accounting procedures. The successful candidate will demonstrate exceptional attention to detail, confidentiality, organization, and a strong commitment to accuracy and internal service.

Essential Duties and ResponsibilitiesAccounts Payable and Invoice Processing

• Receive, review, code, and process vendor invoices accurately and on a timely basis.
• Verify invoices for appropriate documentation, approvals, general ledger coding, and payment terms.
• Enter invoices and other payable transactions into the Firm's accounting system.
• Identify and resolve invoice discrepancies, duplicate charges, missing approvals, and other payment issues.
• Maintain an organized system for pending invoices and follow up with attorneys or staff when additional information or approval is needed.
• Monitor payment due dates and prioritize payments to avoid late fees or service interruptions.
• Process recurring Firm expenses and allocate expenses among offices, departments, matters, or general ledger accounts as appropriate.

Payment Processing

• Prepare and process payments by check, ACH, wire transfer, credit card, or other approved payment methods.
• Ensure payments are supported by appropriate documentation and authorization before release.
• Maintain accurate payment records and supporting documentation.
• Respond to vendor inquiries regarding payment status and resolve payment-related issues.
• Assist with voided checks, stop payments, returned payments, and payment corrections as necessary.
• Transmit required payment reports to the bank and monitor daily for exceptions identified by the bank.
• Follow established internal controls and separation-of-duties requirements related to payment processing.

Vendor Management

• Establish and maintain accurate vendor records within the accounting system.
• Obtain required vendor documentation, including W-9 forms and payment information.
• Verify information before establishing a new vendor or modifying vendor records.
• Research vendor statements and reconcile outstanding or disputed balances.
• Assist with annual vendor reporting, including reports utilized for the preparation of IRS 1099 Forms.
• Communicate professionally with vendors regarding invoices, payments, credits, and account discrepancies.

Employee and Firm Expense Administration

• Review and process employee and attorney expense reimbursement requests.
• Confirm reimbursement requests include required receipts, approvals, and business-purpose documentation.
• Review expenses for compliance with Firm policies and communicate discrepancies when necessary.
• Assist with Firm credit card administration, including collecting documentation, coding transactions, and reconciling monthly statements.
• Follow up on missing receipts or incomplete expense documentation.
• Assist with tracking and allocating expenses that may be billable or reimbursable to client matters.

Accounting and Reconciliation Support

• Reconcile accounts payable records to vendor statements and general ledger activity.
• Assist with monthly and year-end closing procedures related to accounts payable.
• Research and resolve outstanding checks, credits, unapplied payments, and other account discrepancies.
• Prepare reports, schedules, and supporting documentation as requested by the Director of Finance.
• Assist with audit and tax preparation by gathering invoices, payment records, vendor documentation, and other support.
• Maintain accurate electronic accounting records in accordance with Firm record-retention practices.

Department and Administrative Support

• Serve as a resource to attorneys and staff regarding invoice submission, expense reimbursements, vendor payments, and related procedures.
• Work collaboratively with billing and other finance personnel to ensure financial transactions are recorded accurately.
• Maintain confidentiality regarding Firm, employee, vendor, and client-related financial information.
• Participate in cross-training to provide appropriate backup coverage within the Finance Department.
• Provide general clerical support, including document organization, data entry, scanning, filing, correspondence, and record maintenance.
• Identify opportunities to improve accounts payable processes, documentation, and efficiency.
• Perform additional accounting and administrative duties and special projects as assigned.

Qualifications

• High school diploma or equivalent required; associate degree in Accounting, Business Administration, Finance, or a related field preferred.
• Two or more years of accounts payable, bookkeeping, clerical accounting, or related experience preferred.
• Experience in a law firm or other professional services environment is preferred but not required.
• Experience processing invoices, payments, expense reimbursements, and account reconciliations.
• Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience with accounting or financial management software preferred; ability to learn the Firm's systems required.

Knowledge, Skills, and Competencies

• Exceptional attention to detail and commitment to accuracy.
• Strong organizational, time-management, data-entry, and recordkeeping skills.
• Ability to manage a high volume of transactions while meeting established deadlines.
• Basic understanding of general ledger coding and accounting principles.
• Strong problem-solving and reconciliation skills, with the ability to research routine discrepancies.
• Professional written and verbal communication skills.
• Strong judgment and discretion when handling confidential financial information.
• Dependable, accountable, service-oriented, and able to work independently and collaboratively.

Working Relationships

The Accounting Clerk – Accounts Payable reports directly to the Director of Finance and interacts regularly with attorneys and staff throughout the Firm's Charleston, Morgantown, and Wheeling offices, as well as outside vendors and service providers.

Flaherty Sensabaugh Bonasso PLLC serves local, national, and international clients in the areas of litigation and transactional law. Founded in 1991, Flaherty has offices in Charleston, Morgantown, and Wheeling, West Virginia.

Flaherty Sensabaugh Bonasso PLLC is an equal opportunity employer.