Accounts Payable Specialist - New York - Moses Singer

Description

Chief Administrative Officer (CAO) | Administrative & Operational Management, HR Policies.

Moses Singer is looking for an Accounts Payable Specialist to join its dynamic Finance team. The Accounts Payable Specialist supports the firms financial operations by ensuring timely, accurate, and compliant processing of vendor invoices, employee expenses, and disbursements tied to client matters. This role requires meticulous attention to detail, strong understanding of law firm billing structures and matter?centric accounting, and fluency with time and billing/financial systems. The ideal candidate is a process?oriented professional who upholds rigorous internal controls, protects confidential information, and partners constructively with attorneys, secretaries, and administrative teams to resolve issues quickly and professionally.

This position requires onsite presence four (4 effiz k) days per week. Occasional overtime may be required. (NO RECRUTIERS)

Base pay range

$75,000.00/yr - $90,000.00/yr

Additional compensation types

Annual Bonus

Direct message the job poster from Moses Singer

Key Responsibilities

• Process high?volume vendor invoices and expense reimbursements from intake through payment, ensuring appropriate approvals, coding to general ledger accounts and client matters, and compliance with firm policy and outside counsel guidelines.
• Validate invoice accuracy, including rates, quantities, tax, discounts, and adherence to engagement terms; flag and resolve discrepancies with vendors and internal stakeholders.
• Maintain vendor master data, including setup, banking verification, W?9/W?8 documentation, tax IDs, payment terms, and 1099 reportable status; ensure compliance with OFAC and firm onboarding controls.
• Execute weekly and ad hoc payment runs (ACH, wire, check), reconcile to payables subledger, and ensure positive pay and payment controls are followed.
• Administer employee expense programs in alignment with firm policies; audit submissions for receipts, business purpose, client/matter allocations, per?diem rules, and tax considerations; liaise with employees to resolve exceptions.
• Monitor and reconcile A/P aging; research and clear open items, credits, duplicate payments, and unapplied balances; prepare month?end close tasks including accruals, expense cutoffs, and subledger?to?GL reconciliations.
• Coordinate with Procurement on purchase orders, contract terms, and vendor risk considerations; ensure invoices match POs and service confirmations where applicable.
• Support annual 1099/1042 reporting and state/local tax filings as needed; maintain documentation to support audits and regulatory inquiries.
• Uphold internal control standards, including segregation of duties, approval matrices, documentation retention, and compliance with firm policies and client confidentiality requirements.
• Provide responsive service to attorneys and staff regarding invoice status, expense policy questions, and matter?related disbursements; partner with Billing and Finance to ensure accurate client cost recovery and timely posting of??? soft/hard costs. Assist with process improvements, automation initiatives, and system enhancements to increase accuracy, efficiency, and control.
• Support external financial audits, client audits, and internal reviews by providing schedules, samples, and explanations.

Qualifications

• Associate or bachelors degree in accounting, finance, or a related field preferred; equivalent experience considered.
• 3+ years of accounts payable experience; prior experience in a lawLie firm or professional services environment strongly preferred.
• Proficiency with Elite 3E required; experience with expense and invoice automation tools such as Chrome River/Emburse required.
• Strong understanding of GAAP basics as applied to A/P, accruals, expense recognition, and vendor management.
• familiarity with 1099/1042 requirements and sales/use tax concepts.
• Advanced Excel skills, including lookups, pivot tables, data validation, and reconciliation of large data sets.
• Demonstrated ability to interpret policies, identify exceptions, and exercise sound judgment while maintaining strong internal controls.
• Excellent written and verbal communication skills with a client-service mindset; ability to interact effectively with attorneys, leadership, vendors, and staff at all levels.
????? ???? proof ability to manage deadlines in a fast?paced, high?volume environment while maintaining accuracy, organization, and confidentiality.

Core Competencies

• Exceptional accuracy and attention to detail, with strong documentation and follow?through
• Ownership and accountability for end?to?end processes
• Continuous improvement mindset with a focus on standardization and automation
• Ethical judgment and discretion when handling sensitive financial and client information

Collaborative, service?oriented approach with clear, courteous, and proactive communication

Seniority level

Mid?Senior level

Employment type

Full?time

Job function

Finance

Legal Services

Benefits

• Medical insurance
• Vision insurance
• 401(k)
• Paid maternity leave
• Paid-master limit paternity leave
• Disability insurance

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