Hennessy & Roach, P.C. is a law firm defending employers in Workers’ Compensation and defendants in General Liability matters. H&R is based in Chicago with additional offices in Springfield, Illinois; St. Louis, Missouri; Overland Park, KS; Milwaukee, Wisconsin; Indianapolis, Indiana; Brentwood, Tennessee; and Omaha, Nebraska. The firm handles matters throughout the States of Illinois, Indiana, Iowa, Missouri, Nebraska, Kansas, Tennessee, and Wisconsin. Founded by Thomas G. Hennessy and James P. Roach on May 17, 1993, the firm continues to grow.

The Accounts Payable Coordinator role is based in Chicago and reports directly to the Assistant Office Manager. The primary function of the role oversees Accounts Payable, reconciliation as well as assists in daily operations through providing support in accounts receivable, payroll, and vendor management.

Key responsibilities:

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  Reviews and enters vendor invoices into QuickBooks daily to ensure accurate view of current liabilities.

• Ensures invoices are correctly coded to expense accounts and location in QuickBooks.

• Reviews daily transactions on online banking website.

• Advises billing team of wire deposits credited to the bank account each day.

• Updates and records transactions to all H&R QuickBooks accounts daily.

• Submits online payment transfers or stop payments as requested.

• Issues check payments or credit card payments on invoices in a timely manner.

• Scans and saves all incoming invoices to individual folders in H: Drive for record keeping.

• Forwards legal invoices to secretaries and/or attorneys.

• Schedules conference calls/conference rooms whenever backup is needed for receptionists.

• Reviews and processes check requests as requested by Office Management, Secretaries as well as Clerk Supervisor.

• Sends out coverage email as back up if needed.

• Sends bi-monthly expense reports due email, reviews, saves and enters expense totals on Quarterly Expense Sheet and into payroll.

• Reviews billing entries reports, check payment reports on a weekly basis to ensure data entry errors are corrected prior to invoices being processed to capture all possible billing opportunities in accordance with Firm and client guidelines.

• Maintain office files to ensure pertinent business information are retained and easily retrieved. Includes all operational, billing, and accounting files.

• Makes monthly updates to Client Relations Expenses spreadsheet.

• Assists in commission processing each month.

• Reviews American Express bills each month to match expenses with receipts.

• Assists with bank reconciliation every month.

• Setup and maintain firm’s vendor records and attaining W-9s for each.

• Collects and saves tax letter for donations made by the Firm.

• Updates annual Shareholder Insurance Summary.

• Deposits checks with check scanner as back up to Operations Coordinator.

• Assists with employee requests in accordance with firm policies.

• Performs specific tasks/projects as assigned by attorneys or Office Management.

• Tracks time off requests and approvals as a backup to Operations Coordinator. Updates balances each payroll period as a backup as needed.

• Provides back-up support for reception desk as needed.

• Other related duties as assigned.

Education, Skills and Qualifications:

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  Associates degree required or a bachelor’s degree is preferred.

• Administrative/accounts payable experience supporting an office in an administrative capacity preferred.

• Previous experience working in law firm preferred, but not required.

• Accounts Payable and Quick Books experience preferred.

• Microsoft Office proficiency required.

• Outstanding organizational, interpersonal, and administrative skills.

• Excellent attention to detail with the ability to multi-task.

• Excellent verbal and written communication skills.

• Must be self-motivated and able to meet deadlines under pressure.

• Must have the ability to work as part of a team, as well as to work independently.

• Organization, Planning, Attention to Detail, and Dependability.

• Firm and Client Confidentiality required.

Benefits include: Medical, Dental, Vision, Critical Illness, Accident, Group Term life, Voluntary term life, STD, LTD, 401(k)/Roth retirement plan with company match and paid time off.

All your information will be kept confidential according to EEO guidelines.