Job Description
SUMMARY: The Accounts Payable/Accounts Receivable Specialist position plays a critical role in the firm’s financial operations by accurately, with integrity, and in a timely manner performing accounts payable and accounts receivable functions. This position ensures that vendor payments are processed efficiently and that billing and collections activities are completed with precision and responsiveness. The ideal candidate is detail-oriented, dependable, and collaborative, with a proactive approach to communication and problem-solving. This role works closely with attorneys, co-workers, external vendors, and clients.
ESSENTIAL FUNCTIONS & KEY RESPONSIBILITIES:
Accounts Payable Tasks
Responsible for reviewing and processing invoices accurately and in a timely manner. Ensures disbursements are completed in accordance with firm policies.
Vendor Relations & Database Oversight
Maintains professional and productive relationships with vendors. Resolves any payment discrepancies or questions promptly. Monitors and maintains accurate vendor records, including 1099 data and W-9 documentation.
Compliance & Reporting
Stays current with sales/usage tax regulations to ensure compliance with all applicable purchases. Tracks and processes unclaimed property and stale checks in accordance with legal timelines. Supports monthly, quarterly, and year-end reporting requirements as needed.
Billing & Receivables
Processes client pre-bills after attorney review. Works with clients, attorneys, and staff to troubleshoot billing issues and ensure client invoice accuracy; uses electronic billing where applicable. Posts client receipts accurately and assists with taking client calls regarding invoices and payments.
Confidentiality & Professionalism
Maintains the highest level of confidentiality when handling firm information. Demonstrates professionalism and integrity in all internal and external communications.
Work Schedule & Attendance
Must be able to work in the office on a reliable, consistent schedule to perform job duties effectively, support team collaboration, and ensure responsiveness to both internal and external parties.
Other Duties as Assigned
Provides support to the Finance team and firm-wide operations with special projects and tasks as needed.
EDUCATION & EXPERIENCE REQUIREMENTS
• High school diploma or equivalent required; associate degree in accounting or a business-related field preferred
• 2–3 years of experience in accounts payable or general accounting within a high-volume office setting required
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel) is preferred
• Experience working with accounts payable software is required
• Experience working with electronic billing systems is desired
• Strong organizational, analytical, verbal, and written communication skills
• Demonstrated ability to manage multiple priorities, meet deadlines, and maintain accuracy while supporting a high-volume workload
PHYSICAL REQUIREMENTS:
The physical requirements described here are representative of those required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Prolonged periods of sitting at a desk and working on a computer
• Frequent use of hands and fingers for typing, handling documents, and using office equipment
• Ability to speak clearly, listen actively, write clearly, and understand spoken and written communication
• Frequently required to stand, walk, and reach with hands and arms
• Specific vision abilities required include close vision for reading and computer use
• Ability to lift and carry items up to 25 pounds (e.g., packages, mail bins, or office supplies)
• Occasionally required to climb a stepladder, balance, stoop, kneel, crouch, or crawl to retrieve files or office materials