HBSR is in search of an Accounts Payable Coordinator (FT) to be based in the Lincoln office and work Monday-Friday. This non-exempt position reports to the Director of Finance. Overall responsibility is to maintain accurate and complete cash disbursement records and to ensure that all vendors’ invoices are properly approved and processed for payment. This position will also be responsible for the timely preparation of payments of the firm’s expenditures and client disbursements.
Hours for this position would be 9:00 am - 5:00 pm, Monday through Friday. Training would take place in office. Once training concludes, there is an in-office expectation of 2 days per week. Work occasionally requires more than 35 hours of work per week to perform the essential duties of the position.
Specific Responsibilities:
- Utilize accounting and spreadsheet software.
- Input of vendor invoices in the accounting system, Omega.
- Process foreign currency transactions through third party software.
- Process soft cost and IP Specialist flat fees.
- Update the Vendor Master File with changes or additions.
- Prepare and process payment of invoices and charge appropriate client or firm expense.
- Review completed cash payments register, firm expense listing, client disbursement listing, and vendor checks for completeness and accuracy.
- Arrange for signing of checks and process mailing.
- Manage electronic payments and bank confirmations with vendors and banks.
- Respond to vendor inquires and employee inquiries on reimbursements, etc.
- Reconcile corporate Mastercard.
- Process annual sales and use tax.
- Complete quarterly mandatory benchmark survey.
- Reconcile G/L expense account for “Dues, Seminars & Conferences, and Seminar & Conference Travel, and Miscellaneous.
- Prepare1099-NEC annually.
- Order check supplies.
- Other duties and special projects as assigned.
The successful candidate will process:
- A minimum of 1-year accounts payable experience in a professional services environment, preferably in a law firm setting.
- Ability to work in a collaborative teamwork environment and able to share information with others.
- Ability to read, write and perform arithmetic computations in order to maintain and verify accounts.
- Ability to respond to requests requiring analysis of vendor account histories.
- Ability to operate a computer keyboard and ten-key pad for data entry.
- Strong computer skills, including Microsoft Word, Excel, Outlook, Adobe, iManage or similar document management system, web browsers (Firefox, Internet Explorer, Google Chrome, or equivalent), and Omega or similar accounting software.
- Strong organizational skills and excellent attention to detail.
- Ability to meet deadlines and able to follow up and follow through.
- Ability to work with multiple projects, under tight deadlines required, performing the essential duties of the position with time constraints and interruptions.
- Excellent communication, oral, written and interpersonal skills.
- Ability to maintain confidentiality in all client and firm matters.
- Ability to organize and prioritize numerous tasks and make daily work assignments to complete or ensure completion under time constraints.
- Ability to maintain a professional demeanor in all situations and exhibit a flexible approach.
- Ability to interact with all levels of personnel with professionalism and tact.
To apply, please send resume, cover letter and salary requirement to hradmin@hbsr.com
Hamilton, Brook, Smith & Reynolds, P.C. is an equal opportunity employer and affords equal opportunity to all applicants for all positions without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, veteran status or any other status protected under local, state or federal laws.