Job Description Templates

Accounts Payable Specialist Job Description Template

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The role of accounts payable specialist is crucial for companies to ensure bills are paid on time and invoices correctly managed. Accounts payable specialist responsibilities include:

  • Processing invoices and ensuring accurate and timely payments
  • Reconciling accounts and resolving payment discrepancies
  • Maintaining vendor records and communication
  • Assisting with financial reporting and budgeting processes
  • Complying with accounting principles and company policies

Below is a job description template built specifically for the accounts payable specialist. Feel free to use it and adapt it to your specific needs.

About [Company]

This section convinces candidates to apply for a role at your Company instead of another. Include practical information about the Company, as well as details about its culture and values.

[Company] helps [Target] do [x].

[Company] consists of over [x] employees spanning over [x] countries. Our unified yet diverse culture connects all employees in different departments, inspiring us to learn and innovate both ourselves and our products continuously. 

Our market-leading technology, expertise, and global team are crucial to our success and customer satisfaction, so we deliver the best products on the market.

Why should you be part of [Company] success story?

We envision a world of [x].

We offer [Target] all the tools they need.

There’s never been a more exciting time to join [Company]

About the accounts payable specialist role

Consider whether you need a description of the role or prefer to list duties and responsibilities directly as a bullet-point list.

As our accounts payable specialist, you’ll be playing a crucial role in managing and processing payments to vendors and suppliers on behalf of the Company, ensuring efficient and timely payment of bills. You understand the impact you’ll create on maintaining the bottom line, playing one of the most vital financial roles in the accounting department and [Company] as a whole.

The day-to-day responsibilities of an accounts payable specialist include the following:

  • Reviewing and verifying invoices and financial statements for accuracy and completion
  • Matching invoices with purchase orders or contracts to ensure proper documentation
  • Performing invoice and general ledger data entry
  • Entering invoice details into the accounting system and allocating expenses to appropriate accounts
  • Communicating with vendors and suppliers to address inquiries, resolve discrepancies, and negotiate payment terms
  • Preparing and processing payment batches, including checks, electronic transfers, and other payment methods
  • Monitoring payment deadlines and resolving any outstanding invoices or payment delays
  • Assisting senior financial officers as needed

About compensation

The more openly you talk about compensation and benefits, the more honest and attractive your job listing will be. We suggest a brief introduction about the values behind your compensation package, followed by a bullet-point list with the details of what is offered.

  • Salary
  • Bonuses
  • Equity
  • Perks
  • PTO
  • Personal development budget
  • Health and wellness budget
  • Pension plan
  • Insurance contribution
  • Off-sites or events

Accounts Payable Specialist job description template — Qualifications

  • A high school diploma is a minimum requirement. An Associate’s degree or Bachelor’s degree is preferred) in accounting, finance, or a related field
  • Approximately 1-3 years of experience as accounts payable clerk or in a similar financial or bookkeeping role
  • Knowledge of accounting principles such as payable processes, accruals, general ledger coding, check runs, and account reconciliations
  • Proficiency with accounting software or enterprise resource planning (ERP) systems for processing invoices, managing vendor invoices and accounts, and generating financial reports
  • Competency in computer skills, particularly in spreadsheet software and other office productivity tools for data entry, analysis, and reporting [Microsoft Office, Excel, Google Sheets]
  • Knowledge of payment processing, including payment methods such as checks, electronic transfers, and credit cards, and the ability to navigate payment platforms and processes
  • Awareness of relevant regulations such as tax requirements, vendor compliance, and internal controls

Accounts Payable Specialist job description template — Skills

List the soft skills and personal qualities you are looking for in the perfect candidate.
  • Attention to detail - in this position, you have to be meticulous, detail-oriented, and thorough in reviewing invoices, verifying information, and ensuring accuracy in financial records
  • Organizational skills - it’s essential that you have strong organizational and recordkeeping skills when multitasking and managing multiple invoices, payment deadlines, and vendor statements 
  • Time management skills - prioritizing and managing time efficiently plays a crucial role in meeting payment deadlines and handling inquiries in a timely manner
  • Strong interpersonal and communication skills - effectively communicating with vendors, suppliers, and internal teams (including accounts receivable specialists) is a daily requirement when addressing inquiries, resolving discrepancies, and negotiating payment terms
  • Problem-solving - you are able to identify and resolve discrepancies or payment issues by analyzing information in expense reports, collaborating with relevant parties, and finding appropriate solutions
  • Integrity and confidentiality - handling sensitive financial information demands that you maintain a high level of confidentiality and ethical standards throughout daily responsibilities

What is the best description of accounts payable? 

Accounts payable refers to the process of tracking and managing a company’s financial obligations to vendors, suppliers, and creditors. It involves recording and verifying invoices, reconciling accounts, processing payments, and ensuring that the company’s financial obligations are met accurately and on time.

What does an accounts payable specialist do?

An accounts payable specialist is responsible for managing an organization’s financial transactions related to vendor payments and expenses. Their tasks include processing invoices, verifying purchase orders, reconciling discrepancies, preparing payments, and maintaining accurate records. They ensure that all payments are made in a timely manner while adhering to financial policies and procedures.

What are the key skills for an accounts payable specialist?

Key skills for an accounts payable Specialist include:

  • Attention to detail
  • Strong organizational abilities
  • Proficiency in financial software and spreadsheets
  • Analytical thinking
  • Communication skills
  • Knowledge of accounting principle
  • The ability to work well within a team.

What is the difference between AP clerk and AP specialist? 

While both roles are related to managing accounts payable, an AP clerk typically performs basic data entry tasks, verifies invoices, and assists with routine accounting tasks. An AP specialist, on the other hand, handles more complex responsibilities such as reconciling accounts, resolving discrepancies, and contributing to the overall efficiency of the accounts payable process.

Are accounts payable certifications worth it?

Obtaining an accounts payable certification can be valuable for individuals looking to advance their careers in finance and accounting. Certification demonstrates a commitment to professional development and can enhance job prospects. However, the worth of certification depends on factors like the specific certification program, the job market, and the individual’s career goals.