Accounts Payable Specialist

Spencer Fane LLP; Chicago (IL); Remote; USD 45,000 - 52,000; Full time

Job summary

Spencer Fane LLP seeks an Accounts Payable Specialist to accurately review supporting documents and process invoices across all firm locations. The role supports cash flow, vendor relationships, and compliance with internal policies. Remote work is available after the first 30 days.

The position handles checks, wire/ACH payments, tax filings, credit card transactions, and month-end close tasks. Aderant experience and strong attention to detail are essential.

Qualifications

• Bachelor’s degree in Accounting or related field preferred.
• Minimum of 3+ years accounts payable experience with proficiency in managing cash flow, processing invoices accurately, reconciling vendor accounts, and controlling expenses.
• Experience with Aderant or similar financial systems.
• Maintains confidentiality with sensitive financial information and employee data.
• Demonstrates client-focused service and teamwork to support the finance function.

Responsibilities

• Process and issue checks for all locations, ensuring accuracy and internal controls.
• Initiate Wire and ACH payments across all locations following procedures and regulatory requirements.
• Maintain documentation to support audit readiness and record integrity.
• Review invoices for proper documentation, coding, and approval.
• Prepare use tax filings monthly, quarterly, and annually.
• Process firm-wide credit card transactions daily with proper coding and reconciliation.
• Reconcile vendor statements and resolve discrepancies to maintain vendor relationships.
• Respond to accounts payable inquiries and process employee expense reimbursements.
• Monitor Positive Pay daily to detect fraudulent transactions.
• Assist with month-end and year-end close procedures; support the finance team.
• Manage firm refunds on a daily/weekly/monthly basis as required.
• Perform additional duties to support the AP team.

Skills

Cash flow management

Invoice processing

Vendor reconciliation

Internal controls

Team collaboration

Attention to detail

Adaptability

Discretion

Education

Bachelor’s degree in Accounting or related field

Tools

Aderant

Job description

SCHEDULE: 8:30 – 5:00, M-F, 37.5 hrs/week

LOCATION: Any Spencer Fane Office Location (Remote work environment after the first 30 days)

REPORTS TO: Accounts Payable Manager

POSITION SUMMARY:

Under direct supervision the Accounts Payable Specialist is responsible for accurately and efficiently reviewing supporting documentation and processing invoices for payment across all company locations. This role plays a key part in managing cash flow, maintaining vendor relationships, and ensuring compliance with internal policies and regulatory requirements. In addition to core accounts payable functions, the Specialist performs administrative and clerical tasks that support the finance team and operational efficiency.

COMPENSATION: At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. Compensation for this role will vary depending on the location as shown below.

Location: Hourly Min - Hourly Max

Birmingham, AL, Hendersonville, TN, Kansas City, MO, Las Vegas, NV, Miami, FL, Nashville, TN, New Orleans , LA, Overland Park, KS, Palm Beach, Fl, Phoenix, AZ, Salt Lake City, UT, St. Cloud, MN, St. Louis-Clayton, MO, Tampa, FL, Tulsa, OK: $30.00 - $35.00

Austin, TX, Chicago, IL, Dallas, TX, Denver, CO, Galveston, TX, Houston, TX, Minneapolis, MN, Plano, TX, Sacramento, CA, Westlake Village, CA: $33.00 - $38.50

Bentonville, AR, Cape Girardeau, MO, Dakota Dunes, SD, Fayetteville, AR, Greenville, SC, Jefferson City, MO, Oklahoma City, OK, Omaha, NE, Santa Fe, NM, Springfield, MO, St. George, UT, Tallahassee, FL, Wichita, KS: $27.75 - $32.25

Santa Monica, CA, Washington, DC: $36.15 - $42.00

PRIMARY RESPONSIBILITIES:

• Process and issue checks for all company locations, ensuring accuracy, timeliness, and compliance with internal controls.
• Initiate Wire and ACH payments across all locations, maintaining adherence to established procedures and regulatory requirements.
• Compile, organize, and maintain documentation including vouchers, invoices, and correspondence to support audit readiness and record integrity.
• Review invoices thoroughly for proper documentation, coding, and approval prior to payment, ensuring accuracy and compliance with firm policies.
• Prepare use tax filings on a monthly, quarterly, and annual basis, ensuring timely and accurate submissions.
• Process firm-wide credit card transactions daily, ensuring proper coding, reconciliation, and compliance with expense policies.
• Reconcile vendor statements, investigate discrepancies, and implement timely resolutions to maintain strong vendor relationships.
• Monitor, troubleshoot, and respond to internal and external accounts payable inquiries with professionalism and efficiency. Review, approve, and process employee expense reimbursements and firm-related invoices.
• Ensuring adherence to policy and accuracy.
• Monitor Positive Pay daily to detect and prevent potential fraudulent transactions.
• Support the monthly collection of purchase card receipts and corresponding vouchers, maintaining accuracy and completeness.
• Track and verify the Non-Deductible Dues spreadsheet, ensuring accuracy and proper allocation.
• Review and process rush or priority payment requests, balancing urgency with accuracy and policy compliance.
• Assist with month-end and year-end close procedures, supporting the finance team in timely and accurate reporting.
• Manage firm refunds on a daily, weekly, or monthly basis as required.
• Perform additional duties as assigned, exercising initiative to support the needs of the firm and the Accounts Payable team.

QUALIFICATIONS/SKILLS:

• Education: Bachelor’s degree in Accounting or related field preferred.
• Experience: Minimum of 3+ years of accounts payable experience with demonstrated proficiency in managing cash flow, processing invoices accurately and efficiently, reconciling vendor accounts, and controlling expenses to support financial integrity and operational efficiency. Previous law firm experience is required.
• System Proficiency: Experience with Aderant, or similar financial systems; adept at leveraging technology to enhance efficiency and accuracy.
• Confidentiality and Integrity: Maintains a high level of discretion with sensitive financial and employee information.
• Client-Focused Service: Demonstrates a commitment to providing superior service to internal teams, vendors, and other external stakeholders.
• Collaboration and Teamwork: Works effectively within a team environment, fostering cooperation and supporting colleagues to achieve departmental goals.
• Accuracy and Efficiency: Produces highly accurate work with attention to detail while meeting deadlines and maintaining operational efficiency.
• Adaptability and Composure: Able to manage changing business priorities and demands while remaining calm, professional, and solution-focused under pressure.
• Process Improvement Mindset: Continuously identifies opportunities to streamline processes, optimize cash flow, and enhance internal controls.

PHYSICAL REQUIREMENTS:

• Position is generally sedentary in nature; involves sitting most of the time but may involve the need for inter-office mobility for brief periods of time.
• Ability to occasionally or routinely lift up to 10 – 20 lbs.
• Ability to efficiently communicate.
• Ability to perform repetitive motions.
• Ability to see and read PC screens, detect color coding, read fine print, and/or normal type size print.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.