Accounts Payable Assistant

Accounts Payable Specialist

Job Summary

The Accounts Payable Specialist supports the firm’s Accounts Payable operations by auditing and processing payment requests, maintaining accurate vendor records, and assisting employees and vendors with AP-related questions. This position ensures transactions comply with firm policies, approval requirements, and applicable tax regulations while providing responsive customer service and training. The role works collaboratively with the Accounting and Accounts Payable teams and is based in the Pittsburgh office on a hybrid schedule.

Key Responsibilities

• Organize, audit, and process Accounts Payable check requests accurately and promptly.
• Verify payee information, invoice details, account coding, supporting documentation, and required approvals.
• Ensure transactions comply with sales and use tax, Form 1099 reporting, state withholding, and other internal and external requirements.
• Maintain accurate vendor records, including tax reporting and Form 1099 information.
• Research vendor statements and resolve invoice, payment, and account discrepancies.
• Provide customer service and training to employees using the firm’s electronic check-request and reimbursement systems.
• Print checks daily, weekly, and as needed for the Pittsburgh office and remote firm locations.
• Prepare checks and related documentation for mailing.
• Create virtual credit cards for approved business transactions.
• Monitor the shared Accounts Payable telephone line and email inbox.
• Respond to employee and vendor questions through email, telephone, and instant messaging.
• Open and process hard-copy mail as appropriate.
• Develop expert-level knowledge of the firm’s check-request software, policies, and approval workflows.
• Maintain supporting documentation and tracking files using Microsoft Word and Excel.
• Assist the Accounts Payable team with additional assignments and special projects.

Minimum Education & Experience Requirements

• Associate’s or bachelor’s degree in Accounting, Finance, Business, or a related field;
  or three to five years of Accounts Payable experience.
• Experience processing invoices, check requests, employee reimbursements, or vendor payments.
• Experience working with Accounts Payable software or financial systems.
• Intermediate to advanced Microsoft Excel proficiency.
• Working knowledge of Microsoft Word and other Microsoft Office applications.

Special Requirements

• Ability to maintain the confidentiality of financial, employee, vendor, and firm information.
• Ability to work independently, prioritize assignments, and consistently meet established deadlines.
• Ability to work from the Pittsburgh office in accordance with the firm’s hybrid work schedule.
• Availability to print and process checks on-site as required.
• No specific licenses, certifications, clearances, or travel requirements have been identified for this position.

Knowledge, Skills, and Abilities

• Knowledge of Accounts Payable processes, invoice verification, payment processing, and vendor-file maintenance.
• Understanding of sales and use tax, Form 1099 reporting, state withholding, and payment-approval requirements.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time-management skills.
• Strong professional written and verbal communication skills.
• Ability to identify and resolve invoice, payment, coding, and vendor discrepancies.
• Strong customer-service skills and the ability to train employees on AP procedures and systems.
• Ability to interpret and follow established policies, workflows, and internal controls.
• Ability to manage multiple priorities in a deadline-driven professional environment.
• Ability to work independently while contributing effectively as a member of the Accounting team.
• Proficiency with Accounts Payable software, electronic check-request systems, employee reimbursement platforms, and virtual credit-card tools.
• Intermediate to advanced proficiency with Microsoft Excel.
• Proficiency with Microsoft Word, Outlook, and other Microsoft Office applications.
• Adaptability and willingness to learn new systems, procedures, and compliance requirements.

Additional Desired Characteristics

• Accounts Payable experience within a law firm or professional-services organization.
• Experience auditing electronic check requests and employee expense reimbursements.
• Familiarity with multi-state tax, withholding, and Form 1099 reporting requirements.
• Experience researching vendor statements and resolving payment discrepancies.
• Experience providing software training or procedural guidance to employees.
• Strong initiative and a desire to succeed as an integral member of the Accounting team.
• Professional judgment, reliability, responsiveness, and a service-oriented approach.

Work Environment

• Hybrid position based in the firm’s Pittsburgh office.
• Work is primarily performed in a professional office environment using computers, Accounts Payable systems, telephones, email, and standard office equipment.
• On-site attendance is required when printing, preparing, and mailing checks or completing other office-based responsibilities.
• Regular interaction with employees, vendors, Accounting personnel, and remote firm offices is required.
• The position requires managing recurring deadlines and responding promptly to payment-related questions and requests.
• No regular travel, shift work, or evening and weekend requirements have been identified.

Other Duties

This job description is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position. Other duties and special assignments may be assigned as needed to support the firm’s goals and objectives.