Accounts Payable Specialist

McCathern; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

McCathern is seeking an Accounts Payable Specialist to manage day-to-day AP duties, including processing invoices, employee expenses, vendor payments, and 1099 preparations. You will work closely with the CFO and accounting staff to maintain accurate records across multiple offices.

Ideal candidates have 2–5 years of AP or accounting experience, proficiency with Excel, and familiarity with QuickBooks/LeanLaw/Clio or similar systems. A law-firm setting is a plus.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Strong knowledge of accounts payable processes and basic accounting principles.
• Experience with accounting software and electronic payment systems.

Responsibilities

• Receive, review, code, and process vendor invoices for payment.
• Verify invoices for accuracy, approvals, account coding, and supporting documents.
• Enter invoices and payment information into the Firm's accounting system.
• Process weekly accounts payable payments (checks, ACH, electronic payments).
• Maintain vendor records, including W-9s and contact information.
• Review vendor statements and reconcile outstanding invoices.
• Research and resolve invoice, payment, and vendor issues.
• Monitor AP aging and follow up on approvals.
• Process employee expense reimbursements per Firm policy.
• Assist with credit card transactions and reconciliations.
• Coordinate with Billing for client costs and reimbursements.
• Maintain organized electronic AP records and vendor data.
• Assist with new vendor setup and responses to inquiries.
• Support year-end vendor reporting and 1099 preparations.
• Assist CFO and Accounting with special projects as needed.

Job description

The Accounts Payable Specialist is responsible for managing the Firm's day-to-day accounts payable functions and ensuring invoices, employee expenses, vendor payments, and other Firm obligations are processed accurately and timely.

This position works closely with the CFO, Accounting Department, attorneys, staff, vendors, and office management to maintain accurate financial records and support the Firm's accounting operations across multiple offices.

Essential Duties and Responsibilities

• Receive, review, code, and process vendor invoices for payment.
• Verify invoices for accuracy, appropriate approvals, account coding, and supporting documentation.
• Enter invoices and payment information into the Firm's accounting system.
• Prepare and process weekly accounts payable payments, including checks, ACH payments, and other electronic payments.
• Maintain accurate vendor records, including W-9s, payment information, and contact information.
• Review vendor statements and reconcile outstanding invoices and discrepancies.
• Research and resolve invoice, payment, and vendor issues.
• Monitor accounts payable aging and identify invoices requiring follow-up or approval.
• Process and track employee expense reimbursements in accordance with Firm policies.
• Review employee expense submissions for appropriate documentation, business purpose, coding, and approval.
• Assist with processing Firm credit card transactions and monthly credit card reconciliations.
• Ensure client-related expenses are properly identified and communicated to the billing team for reimbursement or client billing when appropriate.
• Coordinate with Billing and Accounting to ensure advanced client costs and reimbursable expenses are properly recorded.
• Maintain organized electronic AP records, invoices, approvals, receipts, and payment documentation.
• Assist with new vendor setup and verification.
• Respond to vendor inquiries regarding invoices and payment status.
• Assist with year-end vendor reporting and preparation of information needed for 1099 reporting.
• Assist with month-end and year-end accounting close processes.
• Assist with account reconciliations and preparation of supporting schedules as needed.
• Help identify duplicate invoices, incorrect charges, overpayments, or unusual transactions.
• Maintain confidentiality of Firm, employee, vendor, client, and financial information.
• Assist the CFO and Accounting Department with special projects and other accounting responsibilities as needed.

Internal Controls & Compliance

• Follow established approval requirements before releasing payments.
• Ensure appropriate supporting documentation is maintained for all payments.
• Maintain appropriate separation of duties and escape questionable or unusual payment requests.
• Follow Firm policies regarding expenses, purchasing, reimbursements, and vendor payments.
• Assist in maintaining accurate records for audits, tax reporting, and financial reviews.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• 2-5 years of accounts payable or general accounting experience preferred.
• Law firm or professional-services experience is a plus.
• Experience processing a high volume of invoices and payments.
• Strong knowledge of accounts payable processes and basic accounting principles.
• Experience with accounting software and electronic payment systems.
• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience with QuickBooks, LeanLaw, Clio, or similar legal/accounting systems is a plus.

Knowledge, Skills & Abilities

The successful candidate should have:

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple deadlines and priorities.
• Strong problem-solving and reconciliation skills.
• Ability to research discrepancies and follow issues through resolution.
• Professional communication skills when working with attorneys, employees, management, and vendors.
• Ability to work independently while also functioning as part of the Accounting team.
• Strong Excel and data-entry skills.
• Ability to handle confidential financial information with discretion.
• A proactive approach to identifying errors, outstanding items, and process improvements.

Performance Expectations

Success in this position includes:

• Timely and accurate invoice processing.
• Accurate coding and documentation of expenses.
• Timely vendor and employee payments.
• Minimal duplicate payments or processing errors.
• Prompt resolution of vendor discrepancies.
• Accurate AP and credit card reconciliations.
• Proper recording of client-reimbursable expenses.
• Compliance with Firm approval and internal-control procedures.
• Organized and audit-ready accounts payable records.

This position operates in a professional law firm environment and requires regular interaction with attorneys, accounting personnel, administrative staff, vendors, and Firm leadership. The position must be able to manage confidential and time-sensitive financial information with a high level of professionalism, accuracy, and discretion.