Accounts Payable Expense Clerk

Position Overview:

The individual in this position is responsible for accurate and timely processing of expense accounting reports, including the credit card payment process. Responsible for AP vendor profile set-up and maintenance, ensuring compliance with IRS document requirements. Reconciles AP vendor and expense accounts and organizes/maintains transaction information. Monitors own work to ensure quality and to meet department deadlines.

Primary Duties and Responsibilities:

• Expense Accounting
  • Responsible for reviewing all submitted expense reports to ensure:
    • Adherence to Firm policy/procedures;
    • Expenses are properly prepared, documented, approved and within established guidelines; mathematical accuracy.
    • Responsible for understanding the various expense types as it relates to the GL mapping and the proper tax treatment of transactions, including self-assessment of use tax when appropriate.
  • Responsible for the Chrome River/Amex process which includes the export and import of data between the expense accounting system and the financial system, including identification and resolution of coding errors.
  • Organizes and maintains detailed expense report transaction information, documentation and retention of files.
  • Answers all expense accounting inquiries and assists with reconciliation of accounts as needed.
  • Responsible for scheduled follow-up on unsubmitted and unapproved expenses.
  • Assist in expense accounting software implementation or upgrades including design, testing, and rollout.
• Accounts Payable
  • Responsible for setting-up/maintaining vendor profiles making the determination of proper 1099 setup based on tax documents that were received, coordinating TIN checks through the IRS TIN check program, and collection/storage of all tax and TIN check documents.
  • Responsible for ensuring that the Firm is in compliance with U.S. FATCA regulations which includes requesting documentation on where services were rendered, coordinating with FS Tax with respect to withholding issues, and collection/storage of IRS form W-8s.
  • Responsible for obtaining Fair Market Value for charitable contributions and sponsorships; also validating 501c3 status through the IRS Charitable database; proper storage of all supplemental documentation.
  • Performs scanning and uploading of accounts payable documents for access within the financial system.
  • Responsible for reconciliation of vendor statements including obtaining missing invoices and circulation of the same to ensure payment.
  • Assists in the resolution of discrepancies with vendors outside the firm.
  • Responds to internal inquiries regarding payment status.

Secondary Duties and Responsibilities:

• Performs other duties as assigned.

Working Conditions:

• Job is performed in a typical office environment, but is subject to time pressures and constraints, and is often dependent on input from others.
• Occasional overtime may be required.

Education:

• High school diploma or equivalent.

Experience:

• One year of experience in accounting or bookkeeping, preferably with accounts payable.

Special Knowledge:

• Law firm experience a plus.
• Basic understanding of Fair Market Value concept, charitable tax status, and the taxability of transactions for various states.
• Also, knowledge of various federal tax forms (i.e. IRS forms W-8 and W-9) in order to properly set up/maintain vendor profiles.

Technical Skills:

• Proficient use of a PC, including knowledge of MS Office.
• Familiarity with Chrome River and Aderant preferred.

Attributes:

• Should have good follow-up skills and the ability to provide excellent customer service.
• Ability to manage time and prioritize work effectively to meet required deadlines.
• Adapts to changes effectively.
• Ability to establish positive working relationships with individuals at all levels within the firm.

Other Qualifications:

• Appropriately handles confidential information.