Accounts Payable Specialist

Close collaboration with department peers, managers and the attorneys and staff is required to assist us in rendering exceptional client service supporting needs of all employees of our firm. The ideal candidate selected for this position must provide verifiable references and bring their “A” game.

JOB RESPONSIBILITIES

• Set up new vendors in accounting system, assuring all necessary information is obtained and entered, including 1099 reporting information, as necessary

• Review all invoices, check requests, and expense reimbursement requests received for correctness, ensure proper approvals and documentation per firm policy


• Ensure coding on invoices, check requests and expense reimbursement requests with vendor number and proper GL number per firm policy.


• Enter client-billable expenses into accounting system as part of payment process


• Enter invoices, check requests, and expense reimbursement requests into accounting system and process payments


• Maintain proper documentation of paid invoices with back up in accounting system


• Process trust account transactions including deposits, outgoing payments, and ensuring proper documentation requirements


• Participate in monthly review of GL accounts to ensure proper coding and enter corrective journal entries as needed


• Maintain petty cash fund and disburse according to firm policy.


• Review petty cash vouchers for accuracy, completeness, and proper documentation.


• Code vouchers with proper GL number and/or client matter number. 


• Research requests from vendors and firm personnel regarding payment status of invoices.


• Maintain correspondence related to any issues or questions including verbal verification of changes to contact and/ or banking information


• Maintain American Express travel account, reconcile monthly travel bill to travel itineraries and travel reports to ensure proper payment, authorization, and coding of travel expenses


• Process and payment of monthly firm credit card invoices. Ensure approvals and backup are attached for proper payment and coding of the invoices.


• Maintain list of employees with firm credit cards and ensure statements are returned monthly


• Serve as backup to the Trust & GL Specialist, specifically relating to trust account maintenance, recording bank deposits and downloading ACH and wire transactions from the bank


• Run daily, weekly, and monthly AP and cash reports as directed by Controller and/or Assistant Controller


• Coordinate cash flow as necessary with Assistant Controller and Controller


• Assisting Controller and/or Assistant Controller with any other duties as requested


• Utilize skills with firm telephone system, email, document management system and other firm-related software as necessary.


• Utilize skills in Excel, Word and other software as necessary to perform essential duties and other tasks assigned by Controller and/or Assistant Controller.


• Learning and acquiring advanced knowledge of accounting software related to essential duties, including training and learning any software changes and/or upgrades.

KNOWLEDGE, SKILLS AND ABILITIES :

• High School Diploma required; Bachelor Degree preferred.


• Minimum of two years of professional accounting experience having core responsibilities of handling accounts payables, receivables or processing expense reimbursement; or a Bachelor's degree in business or accounting with a minimum of one year professional experience through full-time work or internships in a related field.


• Prior experience administering accounting software preferred.


• Ability to always provide Distinctively Robinson Bradshaw service to all internal and external clients.


• Ability to organize and prioritize numerous tasks and complete them under time constraints with minimal supervision; ability to draft emails and forms using proper grammar, punctuation and spelling.


• Interpersonal skills are necessary in order to communicate in person, by e-mail and telephone and follow instructions effectively from a diverse group of attorneys, clients and staff and to provide information with courtesy and tact.


• Work occasionally requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing other essential duties.


• Work occasionally requires more than 37.5 or 40 hours per week to perform essential duties of position.