Accounts Payable Clerk Job Description [Updated for 2025]

In the world of finance, the demand for Accounts Payable Clerks is perpetually on the rise.

As businesses grow and transactions multiply, the need for proficient individuals who can manage, process, and streamline company invoices becomes more pressing.

But what exactly is expected from an Accounts Payable Clerk?

Whether you are:

• An aspiring job applicant trying to understand the nuances of this role,
• A hiring manager outlining the qualities of the perfect candidate,
• Or merely intrigued by the intricacies of accounts payable,

You’ve come to the right place.

Today, we present a customizable Accounts Payable Clerk job description template, designed for straightforward posting on job boards or career sites.

Let’s dive in.

Accounts Payable Clerk Duties and Responsibilities

Accounts Payable Clerks are responsible for managing and processing invoices and maintaining financial records in an organization.

They are critical in ensuring that the company’s bills are paid on time and correctly.

The duties and responsibilities of an Accounts Payable Clerk often include:

• Receiving and verifying invoices for goods and services
• Processing and posting invoice transactions
• Processing and preparing checks or electronic payments
• Reconciling accounts payable transactions
• Resolving invoice discrepancies and issues
• Maintaining vendor files and records
• Processing employee expense reports
• Ensuring timely payment of invoices
• Performing month-end closing procedures
• Assisting with audits by providing necessary information and reports
• Maintaining confidentiality of organizational information

 

Accounts Payable Clerk Job Description Template

Job Brief

We are looking for a skilled Accounts Payable Clerk to be responsible for processing all invoices received for payment and for undertaking the payment of all creditors in an accurate, efficient, and timely manner.

The Accounts Payable Clerk will be tasked with managing outgoing bills and invoices, updating and maintaining records, and processing expenses.

 

Responsibilities

• Processing accounts and incoming payments in compliance with financial policies and procedures.
• Performing day to day financial transactions, including verifying, classifying, computing, posting and recording accounts payable data.
• Reconciling the accounts payable ledger to ensure that all payments are accounted for and properly posted.
• Verifying discrepancies by and resolve clients’ billing issues.
• Facilitating payment of invoices due by sending bill reminders and contacting clients.
• Generating reports detailing accounts payables status.

 

Qualifications

• Proven working experience as Accounts Payable Clerk.
• Solid understanding of basic bookkeeping and accounting payable principles.
• Proven ability to calculate, post and manage accounting figures and financial records.
• Data entry skills along with a knack for numbers.
• Hands-on experience with spreadsheets and proprietary software.
• Proficiency in English and in MS Office.
• High degree of accuracy and attention to detail.
• BS degree in Finance, Accounting or Business Administration.

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Accounts Payable Clerk
• Work Environment: Office setting. Occasional overtime may be required especially at end of fiscal periods.
• Reporting Structure: Reports to the Accounts Payable Manager or Finance Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $30,000 minimum to $40,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Accounts Payable Clerk Do?

Accounts Payable Clerks are essential members of the finance team in a wide range of companies across industries.

Their primary role is to manage and coordinate the company’s bills and invoices.

They work closely with both vendors and colleagues to ensure that all invoices are accurate and paid on time.

This involves careful record keeping and tracking of all transactions, as well as the resolution of any discrepancies that may arise.

Accounts Payable Clerks are also responsible for preparing and executing payment orders, often using electronic transfer systems, and then confirming payment receipt.

They also reconcile billing statements and conduct audits to ensure that all payments are reflected accurately in financial records.

Additionally, they may be tasked with maintaining vendor relationships, negotiating payment terms, and assisting with budget preparation.

Their role is critical in ensuring the financial health of a company, as they are responsible for managing its outgoing payments and maintaining accurate accounts payable records.

 

Accounts Payable Clerk Qualifications and Skills

An Accounts Payable Clerk must possess a specific set of skills and qualifications to effectively manage the payments and expenses of a company, including:

• Strong organizational abilities to manage and maintain financial records, ensuring that all payments are processed correctly and promptly.
• Proficient in financial software, such as QuickBooks or SAP, to manage, process, and analyze financial data.
• Exceptional attention to detail to identify any discrepancies or errors in invoices, receipts, and payments and promptly correct them.
• Excellent time management skills to meet strict deadlines for invoice payments and monthly financial reporting.
• Effective communication skills to liaise with suppliers and internal departments, provide payment confirmations, and resolve any related issues.
• Strong numerical and analytical skills to accurately calculate and track payments, and analyze financial data.
• Understanding of accounting principles and best practices to ensure compliance with financial regulations and standards.
• Ability to maintain confidentiality, handling sensitive financial information in a professional and ethical manner.

 

Accounts Payable Clerk Experience Requirements

Entry-level Accounts Payable Clerks generally require 1 to 2 years of experience in an accounting or finance role.

This experience is often gained through part-time work, internships, or cooperative education programs while pursuing a degree in finance or accounting.

Candidates for these positions should have practical experience with basic financial procedures, data entry and general ledger postings.

They should also be familiar with accounting software applications, spreadsheets, and databases.

Accounts Payable Clerks with 3 to 5 years of experience often have a stronger understanding of the full cycle accounts payable process, including invoice processing, payment processing, and vendor reconciliation.

They may also have experience with more complex financial reporting and analysis.

Those with over 5 years of experience in the accounts payable field may have leadership or supervisory experience, making them suitable for roles such as Accounts Payable Supervisor or Manager.

They likely have a deep understanding of financial management principles, regulatory compliance, and internal controls.

 

Accounts Payable Clerk Education and Training Requirements

Accounts Payable Clerks typically require a high school diploma or equivalent.

However, many employers prefer candidates who have completed some college coursework in accounting or a related field.

They must have a strong understanding of basic bookkeeping and accounting payable principles.

This can be achieved through an associate degree in accounting, finance, or a related field, or through relevant work experience.

Experience with data entry and administrative duties is also beneficial for an Accounts Payable Clerk position.

Knowledge of general ledger systems and procedures, financial chart of accounts and corporate procedures is typically required.

In addition, they should have proficiency in Microsoft Office applications, especially Excel, and be able to operate accounting software programs (like QuickBooks) as most companies have their financial data computerized.

For advanced positions or larger corporations, employers may require a bachelor’s degree in business, finance, or accounting.

In some cases, Accounts Payable Clerks may also need to maintain membership with local, national, or international professional organizations like the American Institute of Professional Bookkeepers.

Continued education and training through seminars, courses, or certification programs can improve job prospects and earning potential.

These programs help clerks stay updated on new financial regulations, software updates, and other changes in the industry.

 

Accounts Payable Clerk Salary Expectations

An Accounts Payable Clerk makes an average of $40,240 (USD) per year.

The salary can vary significantly based on factors such as experience, qualifications, the size of the company, and the geographical location.

 

Accounts Payable Clerk Job Description FAQs

What are the daily duties of an Accounts Payable Clerk?

On a typical day, an Accounts Payable Clerk starts by reviewing all invoices for appropriate documentation and approval prior to payment.

They process 3 way P.O. matching invoices and up to 100 plus invoices per week.

They also maintain vendor files and correspond with vendors to resolve any invoice discrepancies.

They also prepare and perform check runs and reconcile accounts payable transactions.

 

What skills does an Accounts Payable Clerk need?

An Accounts Payable Clerk should have strong numerical skills, attention to detail, and data entry skills.

Good organizational and time management abilities are also crucial for this role.

A good understanding of bookkeeping procedures, accounting principles, and familiarity with accounting software, spreadsheets, and MS Office are also typically required.

 

Do Accounts Payable Clerks need a degree?

Typically, an Accounts Payable Clerk requires a high school diploma or equivalent, but some employers may prefer candidates with an associate’s or bachelor’s degree in accounting, finance, or a related field.

Previous experience in an accounts payable role can also be advantageous.

 

What should you look for in an Accounts Payable Clerk resume?

Look for experience in managing accounts payable in previous roles, as this is usually the most important qualification.

Additionally, strong computer skills, particularly in Microsoft Excel and accounting software, are also beneficial.

Any certifications in bookkeeping or accounting can also be a plus.

 

What qualities make a good Accounts Payable Clerk?

A good Accounts Payable Clerk is highly organized and able to manage a large volume of data and paperwork.

They should have excellent attention to detail to catch any errors or discrepancies in invoices.

Good communication skills are also necessary, as they will often need to liaise with vendors and other departments.

A successful Accounts Payable Clerk will also be trustworthy and able to handle sensitive financial information discretely and professionally.

 

Is it difficult to hire an Accounts Payable Clerk?

Hiring an Accounts Payable Clerk isn’t necessarily difficult, but it can be challenging to find a candidate with the ideal mix of skills and experiences.

It’s important to look for someone with strong organizational skills, attention to detail, and understanding of bookkeeping and accounting principles.

Furthermore, a candidate with experience using your company’s specific accounting software may also be preferable.

 

Conclusion

And there you have it.

Today, we’ve shed light on what it truly means to be an Accounts Payable Clerk.

Surprise, surprise?

It’s not just about managing invoices and payments.

It’s about orchestrating the financial backbone of a business, one transaction at a time.

With our reliable Accounts Payable Clerk job description template and practical examples, you’re ready to take the next step.

But why limit yourself?

Dig deeper with our job description generator. It’s your key to creating precise job listings or refining your resume to perfection.

Remember:

Every transaction counts towards the bigger financial picture.

Let’s shape that future. Together.

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