Business Services Specialist (E) (Law Department) - 90415722 - Washington

Job Summary

The Business Services Specialist supports the Amtrak Law Department’s Legal Operations and business-administration functions. The position is responsible for supporting outside counsel billing, vendor payments, budget and accrual tracking, procurement activities, operational reporting, department administration, and matter-management processes.

Reporting to the Manager, Business Services, the Business Services Specialist works closely with the Lead Business Engagement Specialist and Senior Business Services Specialist to help ensure that invoices, vendor transactions, outside counsel engagements, operational records, and departmental services are handled accurately, consistently, and in accordance with Amtrak and Law Department requirements.

This position is well suited for a detail-oriented professional who enjoys solving operational problems, working across multiple business functions, maintaining accurate financial and administrative records, and improving the processes that support effective legal-service delivery.

Essential Functions

• Review outside counsel invoices for compliance with billing guidelines, engagement requirements, matter information, approved budgets, and Law Department procedures.
• Route invoices for correction, approval, or payment and follow up on outstanding information and approvals.Process vendor invoices, including settlement invoices as assigned or as backup to the Senior Business Services Specialist, and maintain required supporting documentation.
• Maintain invoice, payment, budget, accrual, vendor, matter, and operational trackers to support accurate reporting and timely follow-up.
• Research routine invoice, payment, vendor, and matter issues; coordinate resolution with internal and external contacts; and escalate complex, unresolved, or time-sensitive matters.Support operating and capital budget activities by entering and validating data, reconciling records, tracking expenditures, gathering documentation, and preparing routine reports.
• Maintain accurate information in matter-management, e-billing, enterprise-resource-planning, expense-management, procurement, and related business systems.
• Support outside counsel and vendor onboarding, including collecting documentation, maintaining records, coordinating system setup, and following up on outstanding requirements.
• Assist with outside counsel engagement administration, including engagement documentation, matter setup, budget records, and routine inquiries.
• Prepare reports, correspondence, invoice communications, status updates, procedures, job aids, and other operational materials.
• Support audits, reconciliations, records reviews, and control activities by gathering documentation, validating information, resolving discrepancies, and completing follow-up actions.
• Assist with employee onboarding, equipment and mobile-device coordination, system-access requests, training logistics, workspace requirements, office supplies, and departmental services.
• Maintain procedures, templates, job aids, contact lists, reference materials, and operational records.
• Provide responsive operational support to attorneys, staff, outside counsel, vendors, and internal business partners.
• Monitor assigned work through completion, communicate status and delays, and escalate issues affecting service, financial accuracy, compliance, or deadlines.
• Identify recurring operational issues, documentation gaps, and opportunities to improve process consistency and efficiency.
• Maintain confidentiality and exercise discretion when handling sensitive legal, financial, personnel, vendor, and departmental information.
• Perform other related duties as assigned.

Minimum Qualifications

• Bachelor’s Degree or equivalent combination of education, training and/or relevant experience.

Preferred Qualifications

• Two or more years of relevant experience in business operations, legal operations, corporate legal administration, legal billing, procurement, vendor management, accounts payable, or financial operations.
• Experience working in a corporate law department, law firm, regulated organization, or comparable professional-services environment.
• Experience supporting operating or capital budgets, forecasting, accruals, financial reconciliation, or spend reporting.
• Experience reviewing legal or professional-services invoices.
• Experience supporting outside counsel, professional-service providers, or other external vendors.
• Experience with matter-management, e-billing, procurement, enterprise-resource-planning, expense-management, or comparable business platforms.
• Familiarity with SAP/S4HANA, Ariba, Concur, legal matter-management systems, or e-billing platforms.
• Experience preparing procedures, process documentation, job aids, operational reports, or executive-ready status updates.

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and SharePoint.
• Ability to work with spreadsheets, databases, trackers, reporting tools, and operational records.
• Strong organizational, analytical, problem-solving, and project-coordination skills.
• Strong attention to detail and commitment to data accuracy, record completeness, and timely follow-through.
• Excellent written and verbal communication skills.
• Ability to interact professionally with attorneys, staff, vendors, outside counsel, and cross-functional business partners.
• Ability to research routine issues, identify missing or inconsistent information, and coordinate appropriate follow-up.
• Ability to work independently while recognizing when an issue requires escalation.
• Sound judgment, discretion, and professionalism when handling confidential, sensitive, or time-sensitive information.
• Adaptability and the ability to work effectively in an environment with multiple priorities and changing deadlines.
• Commitment to responsive service, process consistency