Job Description

POSITION SUMMARY

The Accounts Payable and Trust Accounting Specialist is responsible for managing the firm’s accounts payable and client trust (IOLTA) account functions. This role ensures timely, accurate processing of vendor payments, expense reimbursements, and trust account transactions while maintaining compliance with internal controls and legal trust accounting regulations. The role requires meticulous attention to detail, a high degree of integrity, and effective communication across departments and offices.

KEY RESPONSIBILITIES

Accounts Payable

• Process vendor invoices, client-related expenses, and employee reimbursements in

accordance with firm policy.

• Review voucher submissions for accuracy, documentation, and appropriate G/L coding;

correct errors before approval.

• Prepare weekly Cash Requirements Report; obtain Director of Finance approval for

payment execution.

• Issue and distribute checks in line with prioritization and special handling instructions.

• Manage monthly corporate credit card program, including user onboarding/offboarding and

reconciliation.

• Set up and maintain vendor records. Including collection of W-9s and tax documentation.

• Upload Positive Pay files daily for all designated accounts.

• Support year-end processes by organizing vendor 1099 forms and related documentation.

• Maintain fixed asset schedules.

Trust Accounting (IOLTA)

• Process trust disbursements and issue client refund or settlement checks from all IOLTA

accounts.

• Post trust receipts into 3E and perform check scanner deposits for applicable accounts.

• Monitor IOLTA bank accounts daily for incoming wires and ACH; research and allocate

funds appropriately.

• Upload Positive Pay files for IOLTA accounts and ensure compliance with state-specific

trust accounting rules.

• Collaborate with bank reconciliation team to resolve stale or unclear transactions.

• Maintain accurate and secure records for all trust-related activity.

Cross-Functional Support & Compliance

• Provide backup support for other Finance team members during absences or peak periods.

• Report unusual or suspicious financial activity to the Director of Finance, COO, or CEO immediately.

• Assist with financial process improvements and documentation as assigned.

QUALIFICATIONS

• Associate’s degree in Accounting, Business, or related field; or 3–5 years of relevant financial experience.

• Proficiency in Microsoft Excel and Word; experience with 3E or other financial/ERP systems

preferred.

• Strong organizational and time management skills with a keen attention to detail.

• Demonstrated integrity in handling confidential or sensitive financial information.

• Effective communicator with a team-oriented mindset.

• Ability to work on-site five days per week in a fast-paced legal environment.

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