WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States, Europe and Asia. Our lawyers work at the intersection of government, technology and business, and we remain committed to our guiding principles of providing quality, outstanding legal and client services; developing diversity among our lawyers and staff and fostering an environment that promotes an ambitious spirit, teamwork and collegiality by drawing on the exceptional talents and dynamic experience of our lawyers. Our goal is to reflect the diversity of our clients and the communities in which we practice.
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Responsible for preparing and tracking Information Services (IS) department invoices for payment. Prepares chargebacks and reimbursements. Assists with the annual budgeting and monthly financial processes. Supports procurement and contracting activities.
Principal Duties and Responsibilities
Uses firm systems as well as uploads using Excel as needed to accurately prepare any vendor invoice in the IS Department for on-time payment.
Confirms receipt and/or completion of goods and/or services.
Matches invoices to purchase orders, when applicable.
Gathers information and approvals from IS members or other firm staff. Follows approval authorization guidelines.
Ensures invoices are coded to the proper general ledger accounts.
Coordinates application of sales tax guidelines with the firm's tax department.
Researches and resolves disputes or other invoice issues directly with the vendor and/or appropriate IS member or firm staff.
Requests appropriate tax forms from new vendors for them to be setup in the accounts payable system.
Responds to vendor requests for payment status.
Maintains list of recurring vendor payments and reviews regularly to ensure all invoices are received and processed regularly to avoid missed invoices that must be paid by the end of the year. Independently reaches out to vendors to request invoices that are not received.
Prepares chargebacks and reimbursements.
Updates and maintains various Excel files in support of the annual budgeting and monthly financial processes. Uses intermediate Excel skills to perform these tasks.
Updates and maintains various Excel files in support of procurement and contracting activities. Uses intermediate Excel skills to perform these tasks.
Provides regular and ad hoc reporting. Uses intermediate Excel skills to prepare these reports. Uses intermediate Excel skills to perform these tasks.
Supports project related activities.
Documents policies and procedures as assigned.
Acts as backup to others in the department as needed.
Other duties as assigned.
Contributes to the firm's ServiceMatters initiative to consistently improve its image internally and externally. Displays professionalism, quality service and a "can do" attitude to internal members/departments of the firm as well as external clients and vendors via electronic and print correspondence, over the telephone and in-person.
Working knowledge of accounting principles, practices, and procedures.
Ability to learn, develop, and apply knowledge of work practices, policies, and procedures as they relate to IS operations required.
Intermediate PC-based word processing, database, spreadsheet software and on-line technology skills.
Strong analytical skills.
Attention to detail and accuracy.
Ability to respond to requests with a heightened sense of urgency.
Ability to follow-up, follow through and provide timely progress updates on assigned tasks.
Strong oral and written communication skills to communicate and coordinate with others on routine but varied issues.
Strong interpersonal skills, as necessary to work effectively with people at all levels, both inside and outside WilmerHale.
Ability to work successfully with direct supervision in an atmosphere of multiple projects, shifting priorities, and deadline pressure.
Associate Degree Preferred. High school or equivalent required.
Minimum of 3 years' experience in an accounting department handling expenses and reimbursements; education may be considered in lieu of experience.
Prior experience in information technology is a plus.
WilmerHale is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, gender identity, national origin or ancestry, age, disability or veteran status, or other protected status.
Dayton, Ohio, United States
Equal Opportunity Employer/Females/Minorities/Veterans/Disability