Accounts Payable Specialist Job Description

A guide for employers and job seekers

Accounts payable is the process of managing and paying the bills and invoices that a business receives from its suppliers, vendors, and other creditors. Accounts payable is an essential function of any organization, as it ensures that the business maintains good relationships with its suppliers, avoids late fees and penalties, and tracks its cash flow and expenses.

An accounts payable specialist is a person who handles the accounts payable process for a business. The main responsibilities of an accounts payable specialist are to:

• Receive, verify, and process invoices and purchase orders from suppliers and vendors
• Match invoices and purchase orders with the corresponding receipts and delivery notes
• Enter invoice and payment data into the accounting software or system
• Prepare and issue checks, electronic transfers, or other forms of payment to suppliers and vendors
• Reconcile accounts payable ledger with vendor statements
• Resolve any discrepancies or errors in invoices, payments, or accounts
• Maintain and update vendor files and records
• Communicate and coordinate with internal and external parties regarding accounts payable matters

To be successful as an accounts payable specialist, you should have the following skills and qualifications:

• High school diploma or equivalent
• Basic accounting knowledge and skills
• Proficiency in using accounting software and systems, such as Microsoft Dynamics Great Plains, QuickBooks, Sage, or Oracle
• Ability to work with numbers and perform calculations accurately and efficiently
• Attention to detail and accuracy
• Organizational and time management skills
• Problem-solving and analytical skills
• Communication and interpersonal skills
• Customer service and teamwork skills
• Knowledge of accounts payable policies and procedures