Accounts Payable Specialist Job Description: Top Duties and Qualifications

An Accounts Payable Specialist, or Accounts Payable Clerk, is responsible for handling many transactions and calculations for a business, and ensuring that business stays in good financial shape. Duties include distributing payments to suppliers and employees, negotiating with vendors and workers, and keeping accurate records of transactions.


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What does an Accounts Payable Specialist do?

An Accounts Payable Specialist helps a business keep its finances, credit rating, and reputation in good standing. Some take care of day-to-day activities, and others prepare budgets and reports. Many Accounts Payable Specialists work in-house during regular business hours, but some spend part of their time working from home. Some Accounts Payable Specialists work nights and weekends as well. They often collaborate with other employees, tax authorities, regulators, and managers.


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Accounts Payable Specialist Job Description Examples:


Example 1

*Company Overview: * A Montreal based fashion, wholesale apparel company with North American and International customers is searching for *an Accounts Payable Specialist.* *KEY Duties & * * Responsible for the full accounts payable cycle, from matching of invoices to their backup, verification of accuracy, assigning proper GL coding, entering in the accounting system, preparing payments (cheques, wires) on a timely basis and following up for signature. * Manage corporate credit cards from receiving the statements, following up with card holders for backup invoices, assigning most appropriate and consistent GL codes, ensuring payments are done on a timely basis at all times to avoid penalty charges. * Follow up in a vigorous manner with authorized internal parties to ensure that proper backup and approval exists at all times prior to processing an invoice in the system. * Support the department in implementing policies and procedures and ensuring they are followed. * Communication with vendors as needed to reconcile, dispute invoices and answer any queries. Make sure always up to date and any discrepancies are addressed. * Month end closing as required by the department including accruals, various GL and other ad-hoc analyses including Intercompany balancing. * Communicate effectively with all departments, including senior management, to ensure the payables are always up to date. * Other tasks as may be required by the department. *KEY Competencies: * * DEC in accounting, with a minimum of 5 years in a similar role * Strong excel skills * Highly organized, analytical, detail oriented * Able to work in a fast-paced environment; takes initiative * Strong communication and interpersonal skills * Bilingual, both written and spoken * Experience with Momentis and Great Plains is an asset Job Types: Full-time, Permanent Benefits: * Dental care * Disability insurance * Extended health care * Life insurance * Vision care Schedule: * Monday to Friday Work remotely: * No

Example 2

*Accounts Payable Specialist (and Deposits)* *ABOUT NEON* We've been in business since ’83 when spandex and neon colors were fresh for the first time. This means experience and growth… lots of growth. Propelling up-and-coming brands to the Canadian market is what we do, through our e-commerce and retail properties. NEON is all about its well-built infrastructure, refined over time, from head to toe. We operate a multitude of retail stores, brand flagships and complex, multi-level online e-commerce websites with great success. We've been around, are you ready to get onboard? We are currently hiring a Deposits & Accounts Payable Specialist to assist our accounting department – with possibilities for advancement. *ROLE Overview* Reporting to the Controller, the incumbent will be mainly responsible for supporting the accounting department by verifying the accuracy of all expenses and ensuring payments are approved, processed, and communicated to suppliers in a timely fashion and according to established company policies. *MAIN Responsibilities* : Review daily cash receipts and post journal entries : Matching invoices and verify accuracy : Code expenses to g/l and enter in accounting system : Review and post expense reports : Review and post credit card statements : Process weekly payment runs : Establish and maintain good relationships with suppliers : Reconcile statements of accounts : Assist accounting team during month end and when needed : Close AP end of month on timely basis : Maintain filing system : Perform other related tasks upon request : Understanding of AP, and Accrued Liabilities controls : Minimum 2 years experience in a similar role : Overall Accounting knowledge will be considered an asset and factor for advancement : Excellent analytical skills : Ability to multi-task in a fast-paced environment : Bilingual English/French a definite plus : Very good computer skills, including Excel, Outlook, and Word. : Experience in Quick Books would be an asset *Logistics* : Located in Montreal : Desired start date: ASAP *JOB TYPE* : Full Time, Monday through Friday *Salary* : To be established based on experience. +++ Expected start date: 2022-01-03 Job Type: Full-time Reference ID: AP-1 Expected start date: 2022-01-31 Job Types: Full-time, Permanent Benefits: * Casual dress * Dental care * Extended health care * Life insurance * Store discount Schedule: * Monday to Friday Experience: * Account reconciliation: 2 years (preferred) * accounts payable: 3 years (preferred) Language: * English & French (preferred) Work remotely: * No

Example 3

*Why F12?* Look no further if you seek the fast lane into an IT career or wish to supercharge your professional development. You will work hard with a diverse team and gain exposure to technology services in scores of businesses; your resume will become rich with experience and accomplishments. F12 is on a mission in 2022 to elevate our employees to a minimum $70K salary – with career tracks beyond. We aim to do this by building and retaining an elite team of IT professionals equipped to deliver unmatched service to Canadian business leaders and their teams. We value humble service, self-improvement, and hard work, and we are looking for like-minded individuals to join us on our journey. The Accounts Payable specialist is responsible for processing incoming invoices, accurate data entry, verifying approvals, reconciling statements, vendor communications, and data filing in a paperless environment. We are a central finance team that supports multiple locations. This individual will be highly detailed, eager, prompt, accurate and love to work in a team environment! *What You Will Be Doing* Reporting to the Controller, this position will be responsible for: * Contacting, qualifying, and setting up vendors accurately * Processing a large quantity of incoming invoices accurately, matching to PO’s, matching approvals, matching to contracts * Inputting and reconciling multiple credit cards * Excellent communication skills, tactfully and courteously interfacing with vendors to build a strong relationship * Various other duties as required *Who You Are* * Undergraduate degree in Accounting or an Accounting diploma * Minimum 3 years’ experience in accounts payable * Excellent written and verbal communication skills * Very organized with high attention to detail and accuracy * Positive attitude * Netsuite experience considered an asset *What You Can Expect From Us* We take pride in our dynamic culture that champions diversity and inclusivity and fosters a respectful working environment. We also want to make sure that however you get IT done in all parts of your life, we’ve got your back. Here are some of the components of our total rewards plan: ✓ Health Spending or RRSP Matching ✓ Three weeks vacation plus extra Flex Days ✓ Flexible Work Arrangements ✓ Reimbursements for educational advancement and certifications ✓ Leadership development opportunities and growth coaching Application deadline: 2022-01-31 Job Types: Full-time, Permanent Benefits: * Company events * Dental care * Disability insurance * Employee assistance program * Extended health care * Life insurance * On-site parking * Paid time off * RRSP match * Tuition reimbursement * Vision care * Work from home Schedule: * 8 hour shift * Monday to Friday Experience: * vendor management: 1 year (preferred) * accounts payable: 1 year (preferred) Work remotely: * Temporarily due to COVID-19

Example 4

*Accounts Payable Specialist * *Industry*: Elevator Construction and Maintenance *Start date*: Immediate *Work Schedule*: 7:30 am to 4:00 pm, M-F, with flexibility to meet project deadlines *Compensation*: Commensurate with skills and experience *Benefits*: After 90 days *Travel*: n/a *Work location*: Pickering, ON (main office) *ABOUT US* – Selco Elevators Ltd. is the largest independent elevator company in the GTA, working with all major consulting and construction companies. For the past 30 years, we have specialized in commercial and residential low to high-rise elevators, in both standard and custom designs. Our staff takes great pride in what we have accomplished and the reputation we have built. We are currently seeking an energetic individual to join our accounting team. We look forward to hearing from you. *ABOUT THE Opportunity* – Reporting to the Controller, you will be responsible for entering and cross referencing all incoming invoices and provide monthly reporting to company leaders. You work well independently and collaboratively with a wide range of people and require minimal supervision. *ABOUT YOU* – You have excellent verbal and written communication skills and a high degree of attention to detail and accuracy. You are also a quick learner, have initiative as well as strong organizational skills. *Skills AND Experience* * 1+ years’ experience in a similar role; recent graduates welcome * Post-secondary education in Accounting or Finance * Strong understanding of Microsoft Dynamics GP * Advanced proficiency in Microsoft Excel * Able to accurately calculate, post, correct and manage accounting figures and financial records * Basic knowledge of accounting systems, budgets, and internal controls * Effective attention to detail and a high degree of accuracy * Strong problem identification and problem resolution skills *Responsibilities* * Complete the full cycle accounts payable workload * Match and code invoices * Ensure documents are properly sorted, logged, scanned and filed * Process vendor invoices by collecting, reviewing, and inputting invoice details * Prepare and provide for review, all payments paid on a weekly basis * Support Purchase Order system * Perform special projects as assigned Application deadline: 2022-01-21 Expected start date: 2022-02-01 Job Types: Full-time, Permanent Salary: per year Benefits: * Casual dress * Extended health care * On-site parking Schedule: * 8 hour shift * Monday to Friday COVID-19 considerations: Team members are required to wear a mask when not at their desk, daily self-screening is required, common surfaces are sanitized twice daily. Experience: * accounts payable: 1 year (required) Work remotely: * No

Accounts Payable Specialist duties and responsibilities

Some Accounts Payable Specialists help with a wide range of tasks while others have more specialized roles preparing income taxes, creating budgets and more. Accounts Payable Specialists work for a wide variety of companies, or they may be employed with an accounting firm that serves multiple organizations. Duties and responsibilities in an Accounts Payable Specialist job description may include:

  • Changing paper records to a digital format through data entry
  • Accurately calculating billing amounts
  • Recording daily, weekly, and monthly expenses
  • Meeting with Auditors, as needed
  • Explaining bills to customers and collecting payments
  • Maintaining inventory levels by placing orders with suppliers as needed
  • Searching for vendor discounts and other savings opportunities
  • Anticipating future costs like equipment upgrades or repairs
  • Distributing payments to suppliers and employees, including granting or denying petty cash requests


Accounts Payable Specialist skills and qualifications

Successful Accounts Payable Specialists usually have a combination of social and technical skills, and are organized and professional. Some top skills and qualifications for Accounts Payable Specialists include:

  • Customer service
  • Inventory management
  • Written and verbal communication
  • Data entry skills
  • Ability to use bookkeeping programs and other financial software
  • Basic understanding of how banking and financial systems work
  • Good comprehension of basic math


Accounts Payable Specialist experience requirements

Many Accounts Payable Specialist jobs require three to five years experience. However, you can expand hiring options and reduce salary costs by considering candidates with less experience. It’s often a good option to hire Accounts Payable Specialists with less experience as long as they have plenty of education.


Accounts Payable Specialist education and training requirements

Some Accounts Payable Specialist positions require a bachelor’s degree in accounting, finance or a related field, while others will consider applicants with an associate’s degree or equivalent. No professional licenses or certifications are mandatory in Canada, but candidates should be willing to go through on-the-job training.


Accounts Payable Specialist salary expectations

According to Indeed Salaries, the average salary for a Accounts Payable Specialist is $19.92 per hour. Pay rates for individuals can depend on locations, education and experience levels, and the employer.


Job description samples for similar positions

If an Accounts Payable Specialist isn’t exactly what you’re looking for, here are some other job description samples that may fit your needs:


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Accounts Payable Specialist job description FAQs


What is a typical day like for an Accounts Payable Specialist?

Most Accounts Payable Specialists work in offices or call centres. Some specialize in making payments to employees and calculating payroll taxes. Other Accounts Payable Specialists send payments to vendors or ensure compliance with the company budget. They spend most of their time answering phone calls, operating computers, making transactions, and keeping detailed records.


Who does an Accounts Payable Specialist work with and report to?

Accounts Payable Specialists generally report to department heads or managers. They can work in any department, but they’re usually part of a financial department. Accounts Payable Specialists collaborate with clients, customers, and suppliers, and some supervise clerks and similar employees.


How is an Accounts Payable Specialist different from a Bookkeeper?

Accounts Payable Specialists focus on keeping up with payments to employees, suppliers, landlords, and utility companies. They sometimes handle other tasks, but they work as a team with other employees. Bookkeepers perform a wider range of accounting tasks, but they generally work for businesses with smaller workloads. Rather than reporting to department heads or managers, they communicate directly with business owners. Like Accounts Payable Specialists, most Bookkeepers have at least an associate’s degree and some experience. 


What makes a good Accounts Payable Specialist job description?

To write an appealing, informative Accounts Payable Specialist job description, include an overview of your company and its history, culture, and values. You should also highlight the position’s key responsibilities and the skills, education, and experience levels your company prefers. Outline the most common day-to-day activities of the position, the location where your new Accounts Payable Specialist will work, the hours and schedule required, and any benefits that come with the job. 

Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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