Apply on Employer Site

Moses Singer · 14 hours ago

Accounts Payable Specialist

New York, NY

Full-time

Onsite

Mid Level

$75K/yr - $90K/yr

3+ years exp

Moses Singer is looking for an Accounts Payable Specialist to join its dynamic Finance team. This role supports the firm’s financial operations by ensuring timely and accurate processing of vendor invoices and employee expenses, requiring meticulous attention to detail and a strong understanding of law firm billing structures.

Legal

Hiring Manager

Therese Cesaro

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

Qualification

Accounts Payable ExperienceProficiency with Elite 3EExpense Automation ToolsGAAP KnowledgeAdvanced Excel SkillsClient-Service MindsetProcess Improvement MindsetCommunication SkillsAttention to Detail

Required

Associate or bachelor's degree in accounting, finance, or a related field preferred; equivalent experience considered

3+ years of accounts payable experience; prior experience in a law 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

Proven ability to manage deadlines in a fast-paced, high-volume environment while maintaining accuracy, organization, and confidentiality