Cleary Gottlieb Steen & Hamilton LLP

  • Accounting Assistant

    Job Locations US-DC-Washington
    Job ID
    2018-1132
    # of Openings
    1
    Category
    Administrative
  • Overview

    We seek a full‑time Accounting Assistant to join our Finance team. Under the general supervision of the Washington Office Finance Director, this position is responsible for processing vendor invoices and employees’ expense reports, assisting with collections, internal cost entry, filing, scanning and other administrative functions as assigned to support the Finance team. This position is also responsible for ensuring accounting policies and procedures and internal controls are followed. The position requires the ability to work occasional overtime as may be required by the department or Firm. Successful candidates are detail‑oriented, technically inclined, deadline driven, curious problem solvers, and adept at interacting with a variety of personality types with diplomacy and finesse.

     

    Position: Nonexempt

     

    Regular Hours: 9:30 a.m. to 5:30 p.m.

     

    Reports to: Finance Director

    Responsibilities

    Primary Functions:

     

    Accounts Payable

    • Manually enters invoices into Elite; generates and reviews voucher register for errors
    • Sets up, maintains and releases recurring vouchers 
    • Contacts new vendors to obtain W-9 or W-8
    • Submits new vendor requests and prepares forms to make changes to existing vendors
    • Scans and sends wire requests to bank after obtaining appropriate approval and signatures
    • Generates rush checks
    • Brings checks to authorized signer and mails signed checks to vendors
    • Files paid invoices and maintains AP files in an orderly manner
    • Calls or emails vendors to request copies of past due invoices
    • Responds to vendor inquiries by researching payment history and providing copies of canceled checks
    • Validates electronic invoices from high volume vendors; runs Excel macro and saves to C:\Pickup for electronic upload to Elite Precost
    • Uses Elite AP Inquiry to respond to inquiries from lawyers and professional staff throughout the office

     

    Chrome River

    • Audits and approves electronic expense reports
    • Returns non-compliant expenses and reports with errors; works with expense owners or submitters until reports are corrected, re-submitted, and fully approved

     

    Collections

    • Assists Staff Accountant with collections

     

    Other Functions:

     

    • Requests certified checks from bank
    • Manually enters internal costs to Elite for professional staff overtime and meal allowances
    • Scans invoices and supporting documentation at multi-functional device; monitors image exceptions
    • Retrieves cost backup from Elite and Chrome River for travel, meal & other expenses as requested by billing team
    • Assists other members of the dept. with work overflow and special projects; willingness to cross train and provide back up support when necessary; perform other administrative duties as needed

    Qualifications

    • Bachelor’s degree, preferably in accounting
    • Familiarity with accounting software, preferably Elite or Aderant
    • Experience with automated Accounts Payable, filing, data entry, and spreadsheets preferred
    • Experience in a law firm or professional services environment desirable
    • Experience with Chrome River a plus
    • Knowledge of accounting principles, policies, and procedures
    • Excellent time management and organizational skills with superior attention to detail , the ability to prioritize appropriately to complete assignments within prescribed schedule
    • Proactive learner and worker who takes ownership of role, applying learned skills across responsibilities and using a fact-based approach to address issues and communicate solutions
    • Collegial and collaborative professional who builds positive and effective working relationships across an organization and employs strong verbal and written communication skills to achieve success
    • Flexible team member willing to work evenings and weekends to meet deadlines, when necessary

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