Accounts Payable Specialist

Full-time

Description

Donato Brown Pool & Moehlmann, PLLC

Job Title: Accounts Payable Specialist

Reports To: Financial Administrator

FLSA Status: Non-Exempt

Department: Administration

Classification: Full Time Regular; 40 hours per week

Donato Brown Pool & Moehlmann, PLLC provides high-quality, professional legal services primarily to professional and business clients in an ethical, prompt, and cost-effective manner.

Summary: Provide support to the accounting department by processing vendor invoices, expense reimbursements, and disbursements in support of our attorneys and staff.

Duties and Responsibilities include the following:

1. Process vendor invoices, check requests, and employee expense reports in accordance with firm policies and client guidelines.
2. Review and code invoices to the proper general ledger accounts and matter numbers.
3. Ensure compliance with client billing rules, trust accounting regulations, and ethical obligations regarding disbursements.
4. Reconcile accounts payable transactions and resolve invoice discrepancies in a timely manner.
5. Maintain accurate and organized AP files, including digital records within accounting systems.
6. Prepare and process weekly check runs and credit card payments.
7. Respond to vendor inquiries, manage vendor statements, and maintain positive vendor relationships.
8. Assist with month-end and year-end closing processes, including accruals, reporting and 1099s.
9. Collaborate with billing and accounting teams to ensure alignment between payables, client costs, and reimbursements.
10. Support internal and external audits by providing necessary documentation.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Computer Skills

• To perform this job successfully, an individual should have knowledge of Microsoft Office and previous experience with word processing software
• Experience working with legal billing software such as Perfect Law, TyMetrix360, Legal-X, Counsel Link, etc. is highly sought after, but not required.

Education: High School Diploma or higher

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 10 pounds. While performing the duties of this job, the employee is regularly required to sit; use hands and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl.

Requirements

Required:

• 2–4 years of Accounts Payable experience; legal industry or professional services experience required.
• Strong understanding of accounting principles and general ledger coding.
• Proficiency with various legal/accounting systems.
• High attention to detail, accuracy, and confidentiality.
• Strong communication and organizational skills.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Preferred:

• Experience handling client cost reimbursements, trust/escrow accounts, and compliance requirements.
• Familiarity with e-billing systems and law firm financial operations.