Accounts Payable Specialist Job Description Template

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 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 Skills

• 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

How much does a Accounts Payable Specialist make?

The exact salary of an Accounts Payable Specialist can vary based on factors such as experience, location, industry, and the organization’s size. Below is a general overview of median salaries for Accounts Payable Specialists in different regions.

• North America: In North America, particularly the United States and Canada, Accounts Payable Specialists typically earn a median annual salary ranging from $40,000 to $60,000 or more. 
• Europe: In Europe, salaries for Accounts Payable Specialists vary across countries. In Western European countries, median salaries can range from €30,000 to €50,000 or more annually.
• Middle East and North Africa: In the MENA region, Accounts Payable roles may have varying salary levels. Median salaries in countries like the United Arab Emirates, Qatar, or Saudi Arabia may range from $30,000 to $50,000.
• Asia-Pacific: Accounts Payable Specialist salaries in the Asia-Pacific region can vary widely. In countries like Australia, Singapore, or Japan, median salaries range from $40,000 to $60,000.

Additional salary-related considerations

While these figures provide a general indication, consider other factors when assessing Accounts Payable Specialist salaries:

• Industry: Salaries may vary based on the industry. For example, sectors with complex financial transactions or regulatory requirements may receive higher compensation.
• Certifications: Holding relevant certifications, such as Certified Accounts Payable Professional (CAPP), may positively impact salary levels.
• Experience level: Accounts Payable Specialists with more experience and expertise in handling complex financial transactions may command higher compensation.
• Company size: Salaries may vary based on the size and complexity of the organization. Larger enterprises may offer higher salaries.

Individuals considering a career as an Accounts Payable Specialist should conduct thorough research, stay updated on industry trends, and consider the broader economic factors associated with each region.

How to become a Accounts Payable Specialist

While there isn’t a one-size-fits-all path for becoming an Accounts Payable Specialist, certain common steps can guide individuals aspiring to this role, which is vital in managing and processing an organization’s payments.

Common pathways to becoming an Accounts Payable Specialist

Education

A foundational education in finance, accounting, or a related field is beneficial for aspiring Accounts Payable Specialists. However, while formal education is valuable, practical experience and specific skills are often equally important.

Bookkeeping and record-keeping

A solid understanding of bookkeeping principles and effective record-keeping practices is essential. This includes maintaining accurate and organized financial records, tracking invoices, and reconciling accounts.

On-the-job training

Hands-on experience in an accounting or finance role, especially in Accounts Payable, provides practical insights and skills. Many individuals start in entry-level finance positions and gradually specialize in Accounts Payable.

Networking 

Connecting with professionals in the finance and accounting industry through networking events, industry conferences, or online forums can provide valuable insights, career advice, and potential job opportunities.

Accounts Payable Specialist education

Degree

While a formal degree may not always be mandatory, having relevant education can enhance your qualifications. Common educational paths for individuals aspiring to become Accounts Payable Specialists include:

• Accounting
• Finance
• Business administration

Professional certifications 

Certifications related to accounting or finance can demonstrate your expertise and commitment to the field. Common certifications for Accounts Payable Specialists include:

• Certified Accounts Payable Professional (CAPP)
• Certified Bookkeeper (CB)
• Accredited Payables Manager (APM)

Moreover, Accounts Payable Specialists often work with accounting software to process invoices and payments, so familiarity with standard accounting software, such as QuickBooks, SAP, or Oracle, is beneficial. 

Regulatory compliance 

Accounts Payable Specialists must be familiar with relevant tax regulations and financial compliance standards. Staying informed about changes in tax codes and financial regulations is crucial for accurate and compliant financial processing.

Alternative career paths

While a direct path may involve education in accounting or finance, alternative career paths can also lead to becoming an Accounts Payable Specialist. Common alternative backgrounds include:

Administrative roles

Professionals with a background in administrative roles may transition to Accounts Payable, leveraging their organizational and multitasking skills.

Customer service

Individuals with a customer service background may shift towards Accounts Payable, using their communication skills to manage vendor relationships.

Continuous learning

The field of finance and accounting is subject to updates and changes. Accounts Payable Specialists should stay informed about changes in accounting regulations, industry standards, and advancements in accounting technology.