Accounts Payable Specialist

Robins-Kaplan-LLP-; Minneapolis (MN); On-site; USD 39,000 - 47,000; Full time

Job summary

Robins Kaplan LLP is seeking an Accounts Payable specialist to support routine and advanced AP functions in our Minneapolis office. You will process vendor invoices, manage disbursements, employee reimbursements, and vendor onboarding while ensuring accuracy and policy compliance.

You will interact with attorneys and staff, maintain vendor records, and assist with 1099 reporting and tax compliance. This role requires attention to detail and strong MS Office skills in a professional legal

Qualifications

• Associate’s degree in Finance, Accounting, Business or related field required.
• Prior accounts payable experience in legal or professional services preferred.
• Experience with Elite 3E and/or Aderant software and Emburse Expense and Invoice preferred.

Responsibilities

• Process and pay vendor invoices accurately and timely, including data entry and approvals.
• Review trust disbursement requests and validate against supporting docs.
• Process employee and partner expense reimbursements and corporate card transactions.
• Onboard new vendors and maintain vendor records including 1099 information.
• Respond to inquiries from attorneys and staff via email, phone, or interoffice mail.
• Assist with tax compliance and reporting related to processed invoices and reimbursements.
• Support/backup accounts payable functions as needed.
• Complete ad-hoc projects as directed by management.

Skills

High attention to detail

Typing

10-key data entry

Excellent organizational skills

Excellent written and verbal communic

Discretion / confidentiality

Customer service

Technological aptitude

Education

Associate’s degree in Finance, Accounting, Business or related field

Bachelor’s degree in Finance, Accounting, Business or related field preferred

Prior accounts payable experience in legal or professional services preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Elite 3E

Aderant

Emburse Expense

Emburse Invoice

Job description

To be part of a dynamic team to facilitate the routine and advanced accounts payable functions of the law firm. This position will work with others who share a passion for doing great work in the best interest of the firm, our vendors and our clients.

ESSENTIAL FUNCTIONS

• Accurately and efficiently process & pay vendor invoices; includes data entry, reviewing for accuracy, ensuring compliance of firm policies, routing for appropriate approvals, archiving backup, creating and delivering of end documents (checks, reports, etc.)
• Review and process Trust Disbursement requests authorized by the matter Billing Attorney; validate and ensure accuracy of the disbursement based on supporting documentation
• Accurately and efficiently process firm employee and partner expense reimbursements and/or corporate card account transactions
• Accurately and efficiently process on demand check requests for firm members
• Accurately onboard new vendors and maintenance of existing vendors; including vendor information, setup of appropriate 1099 information, payee terms and remittance information
• Respond and service legal administrative assistants, attorneys, and other firm and accounting personnel via email, telephone, or interoffice mail
• Sort and distribute incoming mail to the accounting department
• Ensure Sales & Use Tax compliance and reporting as it relates to processed vendor invoices or expense reimbursements
• Continuous review and improvement of the Accounts Payable processes and documentation
• Support/Backup of Accounts Payable functions as assigned or as needed
• Complete ad-hoc projects, requests, or other items as directed by his/her manager

SECONDARY FUNCTIONS (MAY INCLUDE SOME OF THE FOLLOWING)

• Setup and maintain firm timekeeper setups within the financial system
• Process daily deposit for the firm
• Enter and/or review matter cost recovery and voucher/invoice loads
• Prepare reconciliation of vendor accounts
• Review and ensure proper 1099 reporting and filing requirements

COMPETENCIES

• Integrity/Honesty: Behaves in an honest, fair, and ethical manner. Shows consistency in words and actions. Models high standards of ethics
• Accountability: Holds oneself accountable for high-quality, accurate, timely, and effective results
• Interpersonal Skills: Treats others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations
• Team Building: Fosters team commitment, facilitates cooperation, and motivates team members to accomplish goals
• Resilience: Deals effectively with pressure; remains optimistic and persistent, even under adversity. Recovers quickly from setbacks
• Flexibility: Is open to change and new information; rapidly adapts to new information, changing conditions, or unexpected obstacles

KNOWLEDGE OR SKILLS REQUIRED

• High attention to detail
• Efficient at entering data (Typing and 10-key skills)
• Highly accurate
• Excellent organizational and customer service skills
• Excellent written and verbal communications skills, tact, discretion, dependability, and confidentiality
• Intermediate knowledge of Microsoft Office; including Outlook, Word, and Excel
• Technological and mathematical aptitude

EDUCATIONAL AND EXPERIENCE REQUIREMENTS

• Associate’s degree in Finance, Accounting, Business or related field required
• Bachelor’s degree in Finance, Accounting, Business, or related field preferred
• Prior accounts payable experience preferred in the legal or professional service industry preferred
• Prior experience with Elite 3E and/or Aderant legal software and Emburse Expense and Invoice preferred

PHYSICAL DEMANDS OF POSITION

Work is performed in a professional office environment and may require the following during the work day:

• Work Hours: Incumbent is expected to work the hours and shift necessary to fulfill the responsibilities of the position. It is possible that this role will require more than standard hours, especially during month and year-end closings and during special projects
• Must be able to remain in a stationary position for long periods of time (working at a computer).
• Ability to move/traverse about inside the office intermittently throughout the day (attend meetings, access file cabinets, obtain supplies from supply room, etc.).
• Operate computer and other office equipment; such as a copy machine, printer, telephone, etc.
• Individual will interact regularly with others verbally, in person, and via written communication.
• May require occasional lifting and bending (retrieve files, get copy paper, etc.)

IN ADDITION TO THE ESSENTIAL FUNCTIONS OUTLINED ABOVE

• Individual in this position will provide additional assistance and support as directed by his/her supervisor.
• This job description is subject to change at any time.

The hourly pay rate for this position is $27.96 - $34.18 per hour, depending on experience. This is a non-exempt position eligible for overtime. Actual pay will be adjusted based on experience and other job related factors permitted by law.

It is the policy of Robins Kaplan LLP to provide equal employment opportunities for all without regard to race, color, religion, gender, gender identity/expression, sexual orientation, age, national origin, disability or any other status protected by federal, state or local law. It is also our policy to work with individuals with disabilities when reasonable accommodations, sufficient to allow a person with a disability to perform the essential functions of their job, may be needed. It is our policy to be a workplace free from illegal discrimination and harassment.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.