- Ensure accurate and timely processing of all vendor invoices and payments to maintain strong supplier relationships and support organizational cash flow
- Maintain compliance with company policies, internal controls, tax regulations, and accounting standards including sales/use tax and 1099 reporting requirements
- Optimize accounts payable processes through automation, technology utilization, and implementation of best practices to enhance efficiency and accuracy
- Support the organization's financial health by monitoring payment schedules, identifying discount opportunities, and preventing duplicate or fraudulent payments
- Provide accurate financial reporting and analysis through reconciliation of accounts payable transactions and maintenance of detailed records for audit purposes
- Strengthen vendor relationships by serving as a reliable point of contact, resolving payment inquiries promptly, and negotiating favorable payment terms
- Safeguard company assets through implementation and monitoring of internal controls to prevent fraud and ensure proper authorization of all payments
Objectives
Responsibilities
- Review, verify, and process vendor invoices for accuracy, completeness, proper authorization, and compliance with company policies
- Match invoices with purchase orders and receiving documents to confirm quantity, pricing, and terms are accurate before processing payments
- Prepare and process payments including checks, electronic transfers, ACH, and wire transfers according to established payment schedules
- Enter invoice data into accounting systems and assign proper general ledger account codes per accounting policies and procedures
- Reconcile vendor statements, monitor account balances, and resolve outstanding balances, discrepancies, or payment disputes
- Communicate with vendors and internal stakeholders regarding invoice status, payment inquiries, and account-related issues
- Maintain organized and accurate records of invoices, payments, vouchers, and correspondence for audit and compliance purposes
- Monitor payment schedules to ensure timely disbursements, avoid late fees, and identify available discount opportunities
- Generate and maintain accounts payable aging reports, payment activity summaries, and cash flow projections
- Assist with month-end and year-end closing activities including reconciliations, accruals, and financial reporting
- Maintain accurate vendor records including banking information, tax documents (W-9s), and payment terms
- Track and apply credits owed to the company and ensure proper application to vendor payments
- Support internal and external audits by providing required documentation, explanations, and information
- Identify and flag duplicate or fraudulent invoices to maintain internal controls and prevent overpayment
- Collaborate with procurement, receiving, and finance departments to streamline processes and resolve invoice-related issues
Required Skills & Qualifications
- High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting, Finance, or related field preferred
- 2-4 years of proven experience in accounts payable, billing, or general accounting roles
- Strong understanding of basic accounting principles, bookkeeping practices, and accounts payable workflows
- Proficiency in accounting software and ERP systems such as QuickBooks, SAP, Oracle, or NetSuite
- Advanced Microsoft Excel skills including data analysis, pivot tables, formulas, and spreadsheet management
- Strong mathematical skills and ability to perform accurate calculations and reconciliations
- Exceptional attention to detail and accuracy in processing invoices, payments, and financial data
- Excellent organizational and time management skills with ability to prioritize tasks and meet deadlines
- Strong written and verbal communication skills for effective interaction with vendors and internal stakeholders
- Ability to work independently as well as collaboratively within a team environment
- Ability to maintain confidentiality of company and vendor financial information
- Data entry proficiency with minimum typing speed of 35 net words per minute and 6,200 keystrokes per hour with 95% accuracy
Preferred Skills & Qualifications
- Bachelor's degree in Accounting, Finance, Business Administration, or related field
- Certified Accounts Payable Associate (CAPA) or similar professional certification
- 5+ years of experience in accounts payable with progressive responsibility
- Experience in a supervisory or managerial position overseeing accounts payable staff
- Familiarity with accounts payable automation tools and electronic payment platforms
- Knowledge of tax compliance requirements including sales/use tax, VAT, GST, and 1099 reporting
- Experience with process improvement initiatives and implementation of best practices
- Strong analytical and problem-solving abilities to identify and resolve complex accounting issues
- Experience with data visualization tools for reporting and analysis
- Leadership skills with ability to mentor and develop team members
- Experience negotiating payment terms and managing vendor relationships
- Knowledge of internal controls, fraud prevention, and audit procedures
- Familiarity with multiple industries and their specific accounts payable requirements
Download Free Accounts Payable Job Description
Get a professionally crafted job description template for accounts payable roles. Our comprehensive PDF includes objectives, responsibilities, and required qualifications.
What Does an Accounts Payable Specialist Do?
An Accounts Payable Specialist reviews, verifies, processes, and reconciles vendor invoices and payments to ensure accurate and timely disbursements that maintain strong supplier relationships and support organizational cash flow. This professional works within the finance or accounting department, serving as the critical link between the organization and its vendors while safeguarding the company's financial health through meticulous record-keeping and compliance with accounting standards.
Organizations need Accounts Payable Specialists to manage the complex flow of financial obligations and maintain the company's reputation with suppliers. These professionals ensure bills are paid on time to avoid late fees and preserve vendor relationships, while also protecting the organization from duplicate payments, fraudulent invoices, and financial errors. Accounts Payable Specialists maintain the accuracy of financial records necessary for audits, tax compliance, and strategic decision-making.
An Accounts Payable Specialist needs strong accounting knowledge, advanced proficiency in accounting software and Excel, exceptional attention to detail, and excellent communication skills. They must understand invoice processing workflows, tax regulations, internal controls, and possess the analytical abilities to identify discrepancies and resolve payment issues efficiently while managing multiple priorities in a fast-paced environment.
What Are the Responsibilities of an Accounts Payable Specialist?
The responsibilities of an Accounts Payable Specialist are processing vendor invoices, managing payment schedules, reconciling accounts, and maintaining accurate financial records to support the organization's payment obligations.
Accounts Payable Specialist duties include reviewing and verifying invoice accuracy, matching invoices with purchase orders and receiving documents, entering data into accounting systems with proper coding, and preparing various payment types including checks, ACH transfers, and wire payments. They also reconcile vendor statements, resolve discrepancies and payment disputes, communicate with vendors regarding account status, and maintain organized documentation for audit purposes while monitoring aging reports and payment schedules to ensure timely disbursements.
Understanding these core responsibilities helps organizations ask relevant interview questions that identify candidates with the right combination of technical accounting skills, attention to detail, organizational abilities, and communication proficiency needed to hire the best Accounts Payable Specialist for their team.
Next Step
Get Accounts Payable Interview Question Templates
Expert-crafted questions to evaluate accounts payable candidates effectively