Accounts Payable Specialist

Summary

Spencer Fane LLP is a law firm seeking an Accounts Payable Specialist to accurately and efficiently process invoices and payments across all company locations. The role supports cash flow management, vendor relationships, compliance, reconciliations, tax filings, expense processing, and finance close procedures.

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

Skills

• • 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
• • 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
• • Education: Bachelor's degree in Accounting or related field preferred

Qualifications

Must Haves

• • 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
• • 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

Nice to Haves

• • Education: Bachelor's degree in Accounting or related field preferred

Benefits

• Remote work environment after the first 30 days