Accounts Payable Specialist Job Description [Updated for 2025]

In the world of finance, the role of an Accounts Payable Specialist has become increasingly significant.

As businesses grow and transactions multiply, the demand for meticulous professionals capable of managing, tracking, and streamlining company expenses intensifies.

But let’s delve deeper: What does an Accounts Payable Specialist truly do?

Whether you are:

• A job seeker aiming to understand the core responsibilities of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the intricacies of accounts payable,

You’ve come to the right place.

Today, we present a versatile Accounts Payable Specialist job description template, designed for effortless posting on job boards or career sites.

Let’s dive right into it.

Accounts Payable Specialist Duties and Responsibilities

Accounts Payable Specialists play a key role in managing and processing a company’s bills and expenses.

They ensure all financial obligations are met in a timely manner, often working closely with other members of the accounting department.

The duties and responsibilities of an Accounts Payable Specialist typically include:

• Reviewing invoices and check requests
• Sorting and matching invoices and check requests
• Setting invoices up for payment
• Processing check requests
• Preparing and processing accounts payable checks, wire transfers and ACH payments
• Reconciliation of payments
• Preparing analysis of accounts
• Monitoring accounts to ensure payments are up to date
• Resolving invoice discrepancies
• Vendor file maintenance
• Corresponding with vendors and responding to inquiries
• Producing monthly reports
• Assisting in month end closing

 

Accounts Payable Specialist Job Description Template

Job Brief

We are seeking an organized and proactive Accounts Payable Specialist to join our finance team.

The Accounts Payable Specialist will be responsible for processing all invoices received for payment and undertaking the payment of all creditors in an accurate, efficient, and timely manner.

The ideal candidate should exhibit high standards, possess excellent data entry skills, and have an ability to prioritize effectively.

 

Responsibilities

• Review and verify invoices and check requests
• Sort, code and match invoices
• Set invoices up for payment
• Enter and upload invoices into system
• Track expenses and process expense reports
• Prepare and process electronic transfers and payments
• Research and resolve invoice discrepancies and issues
• Maintain vendor files
• Correspond with vendors and respond to inquiries
• Provide supporting documentation for audits

 

Qualifications

• Proven working experience as an Accounts Payable Specialist
• Solid understanding of basic bookkeeping and accounting payable principles
• Proficiency in MS Office and data entry
• High degree of accuracy and attention to detail
• Ability to handle sensitive, confidential information
• Knowledge of relevant accounting software
• Associate’s Degree in Finance, Business or a related field

 

Benefits

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

 

Additional Information

• Job Title: Accounts Payable Specialist
• Work Environment: Office setting with options for remote work. Some travel may be required for team meetings or client consultations.
• Reporting Structure: Reports to the Accounts Payable Supervisor or Finance Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $52,000 minimum to $65,000 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 Specialist Do?

Accounts Payable Specialists are usually employed by businesses across various industries, including corporations, small businesses, and non-profit organizations.

Their main role is managing and coordinating all activities related to the payment of invoices for the company.

They are responsible for receiving, processing, verifying, and reconciling invoices in a timely and efficient manner.

Accounts Payable Specialists are also in charge of maintaining contact with vendors, ensuring all financial transactions are accurate and transparent.

They work closely with other accounting staff and often report directly to the Accounts Payable Manager or the Finance Manager.

Their job involves analyzing discrepancies and unpaid invoices, while also maintaining meticulous records of payments and transactions.

They may also be tasked with preparing financial reports relating to the accounts payable function.

Accounts Payable Specialists play a vital role in maintaining the company’s financial health by ensuring that all invoices are paid on time and in line with the company’s policies and procedures.

They often use accounting software to automate and streamline their tasks.

Their role requires strong organizational skills, attention to detail, and an understanding of basic bookkeeping and accounting principles.

 

Accounts Payable Specialist Qualifications and Skills

An Accounts Payable Specialist should possess a strong set of hard and soft skills that enables them to handle all aspects of accounts payable efficiently.

These skills include:

• Strong numerical skills to accurately process invoices and payments.
• Attention to detail to ensure accuracy in invoice entry, payment processing and various financial data.
• Proficiency in accounting software and knowledge of various financial systems to streamline the accounts payable process.
• Excellent organizational skills to manage multiple invoices and payments simultaneously, ensuring timely payments and maintaining accurate records.
• Good communication skills to interact effectively with vendors, suppliers, and internal teams, resolving any queries or discrepancies in accounts.
• Problem-solving skills to identify and rectify any discrepancies or errors in billing and payments.
• Knowledge of basic accounting principles and regulations to ensure compliance with standard practices and laws.
• Ability to work well in a team environment and independently as required.

 

Accounts Payable Specialist Experience Requirements

Entry-level candidates for the role of an Accounts Payable Specialist typically have 1 to 2 years of experience.

This experience is often gained through internships or part-time roles in accounting or finance departments.

Many also gain valuable experience while pursuing a degree in finance, accounting, or a related field.

Some roles might also accept relevant coursework as part of the experience requirements.

Candidates with more than 3 years of experience typically have a solid understanding of accounts payable procedures.

They might have gained experience in roles such as Accounting Clerk or Bookkeeper, where they’ve had the opportunity to handle vendor invoices, manage bank reconciliations, and understand financial reporting.

Those with more than 5 years of experience in the field are often highly proficient in the use of financial software and have a strong understanding of accounting principles.

They may also have experience managing or leading a team, which is beneficial for senior or supervisory roles.

Additional qualifications, such as certification as an Accounts Payable Specialist, can also contribute to the overall experience and skill set of a candidate.

 

Accounts Payable Specialist Education and Training Requirements

An Accounts Payable Specialist typically requires a minimum of a high school diploma or equivalent, although many employers prefer candidates who have a bachelor’s degree in accounting, finance, or a related field.

This role demands strong analytical skills and a good understanding of accounting principles, and therefore, coursework in these areas can be very beneficial.

In addition to formal education, on-the-job training is usually provided to help the specialist understand the specific accounting systems and procedures of the company.

While not always necessary, certifications such as Certified Bookkeeper (CB) or Certified Accounts Payable Professional (CAPP) can enhance job prospects and demonstrate a commitment to the field.

Continuing education is also important in this role, as it ensures the Accounts Payable Specialist remains updated with changes in accounting regulations and emerging financial software.

Experience with computer software programs such as Microsoft Excel and specific financial software like QuickBooks or SAP can be an added advantage.

 

Accounts Payable Specialist Salary Expectations

An Accounts Payable Specialist earns an average of $45,000 (USD) per year.

The salary can vary based on factors such as experience, education, geographical location, and the size and type of the employing organization.

 

Accounts Payable Specialist Job Description FAQs

What skills does an Accounts Payable Specialist need?

An Accounts Payable Specialist needs strong numerical and analytical skills, as well as proficiency in using accounting software.

They should also have excellent attention to detail, good organizational abilities, and the capacity to meet deadlines.

Communication and interpersonal skills are also vital for collaborating with team members and resolving vendor issues.

 

Do Accounts Payable Specialists need a degree?

Most Accounts Payable Specialist roles require at least an Associate’s degree in finance, accounting, or a related field.

However, some companies may accept equivalent work experience in place of formal education.

On-the-job training is typically provided, and certification in accounts payable can be beneficial for career advancement.

 

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

A strong Accounts Payable Specialist resume will display proficiency in accounting software, previous experience in accounts payable or similar roles, and a demonstrated ability to manage and organize financial data.

Look for candidates who have experience with vendor management and who can demonstrate strong problem-solving skills.

A certification in accounts payable or related field can also be an added advantage.

 

What qualities make a good Accounts Payable Specialist?

A good Accounts Payable Specialist is detail-oriented and has excellent organization skills to manage and prioritize various invoices and payments.

They have strong numerical skills to accurately calculate and record transactions.

Good communication skills are also essential for liaising with vendors and other departments.

Lastly, a high level of integrity is required due to the sensitive nature of financial data they handle.

 

Is it challenging to hire an Accounts Payable Specialist?

The difficulty in hiring an Accounts Payable Specialist can vary depending on the specific qualifications and level of experience required by the employer.

The field is competitive, so companies might face challenges in finding candidates with the exact skill set they need.

However, offering competitive salaries and opportunities for professional development can help attract qualified candidates.

 

Conclusion

And there you have it.

Today, we’ve thoroughly broken down the essence of being an Accounts Payable Specialist.

And guess what?

It’s not just about crunching numbers.

It’s about shaping the financial stability of a company, one invoice at a time.

With our comprehensive Accounts Payable Specialist job description template and practical examples, you’re fully prepared to take the leap.

But why stop there?

Delve further with our job description generator. It’s your ultimate guide to creating precise job listings or refining your resume to absolute perfection.

Remember:

Every invoice processed is a step towards the bigger financial picture.

Let’s shape that future. Together.

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