Accounts Payable Specialist

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

Job summary

Robins Kaplan LLP in Minneapolis, MN is seeking an Accounts Payable professional to manage routine and advanced AP functions for a dynamic law firm. The role involves processing vendor invoices, disbursements, employee reimbursements, and onboarding vendors, while ensuring compliance with firm policies and tax reporting.

Strong communication with attorneys and staff is essential. The position supports timely AP processing, tax compliance, and continuous improvement of AP workflows in a

Qualifications

• 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

Responsibilities

• Process & pay vendor invoices accurately and efficiently, including data entry, approvals, and archiving
• Process Trust Disbursement requests with validated supporting documentation
• Handle employee and partner expense reimbursements and corporate card transactions
• Process on demand check requests for firm members
• Onboard new vendors and maintain vendor records including 1099 setup
• Respond to inquiries from attorneys and staff via email, phone, or interoffice mail
• Assist with daily mail distribution to accounting
• Ensure Sales & Use Tax compliance related to invoices and reimbursements
• Review and improve AP processes and documentation
• Provide backup support for AP functions as needed
• Complete ad-hoc projects as directed by supervisor

Job description

JOB PURPOSE

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
• Process Charitable Foundation disbursements
• 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.
• Repetitive movement (i.e. heavy computer/keyboard use).
• 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.