Accounts Payable Specialist

Position Summary:

The Accounts Payable Specialist will provide advanced financial and administrative support to ensure the accurate and timely processing of vendor invoices, payments, and expense documentation across the organization. The ideal candidate will possess a strong accounting background, with expertise in managing complex payables tasks, superior organizational skills, and a proactive approach to maintaining accurate financial records and vendor account status. This individual will demonstrate professionalism in vendor communications, uphold strict confidentiality, and show agility in multi-tasking across high-volume, deadline-driven projects. A team-oriented mindset, coupled with the ability to work independently, will be key to succeeding in this role.

Overall Responsibilities:

• Review vendor invoices and check requests for appropriate documentation and approval prior to payment in accordance with client guidelines.
• Process invoices in Aderant for payment, ensuring accuracy and timely execution.
• Respond to vendor payment inquiries, proactively resolving discrepancies and outstanding issues.
• Assist with verifying and processing employee expense reports in compliance with Firm policies.
• Process credit card charges in Aderant and maintain accurate supporting records.
• Monitor and track accounts payable activity, maintaining precise and up-to-date financial records.
• Conduct account reconciliations to ensure accuracy and investigate discrepancies or payment issues.
• Communicate professionally with vendors regarding inquiries, payment status, and resolution of outstanding matters.
• Prepare detailed reports, including payables summaries, aging, and key metrics for internal stakeholders.
• Collaborate with internal teams to resolve billing or approval issues, verify account details, and ensure compliance with company policies.
• Assist in month-end closing activities, including reporting and reconciling accounts payable balances.
• Manage and maintain records of vendor contracts, invoices, and payment history to ensure compliance with legal and regulatory requirements.
• Participate in audits and provide necessary documentation or support as required.
• Support team projects and assist with general administrative tasks as needed.

Qualifications:

• 3+ years of experience in accounts payable or related accounting roles.
• Associate’s degree or higher in Accounting, Finance, or a related field preferred.
• Proficiency in accounting software (e.g., Aderant, QuickBooks, SAP, or similar systems) and Microsoft Office, including Excel, Word, and Teams.
• Strong understanding of accounting principles, invoice processing, and payment workflows.
• Excellent organizational, analytical, and communication skills with keen attention to detail.
• Proven ability to manage multiple tasks and deadlines in a high-volume, fast-paced work environment.
• Demonstrated problem-solving skills and a proactive approach to managing discrepancies or payment issues.
• Professional demeanor with the ability to communicate effectively with vendors and internal teams.
• Experience with electronic payment processing systems and familiarity with expense reporting processes is a plus.