Accounts Payable Specialist Sample Job Description

An accounts payable specialist  is generally responsible for processing invoices and issuing payments.

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Compiles and maintains accounts payable records. Analyzes, audits and processes invoices and business expense accounts. Processes and supports fixed assets requirements.

Job Results & Essential Functions

Processed Invoices

Essential Functions
  1. Enforces that all vendor invoices, vouchers and check requests have proper documentation and approval and are coded to correct department and expense account.
  2. Maintains records of accounts payable and preparation of checks and EFT bill payments.
  3. Maintains vendor payment terms. Works within the vendor terms to maximize cash flow for the Company without damaging vendor relationships.
  4. Maintain all vendor accounts payable files including open payables, paid invoices, and back up.
  5. Receive, match and enter invoices into SAP.
  6. Fully understands and manages GRIR account. Working with Procurement to resolve root cause of any GRIR issues.
  7. Works to get to the root cause of any AP issues
  8. Maintains and tracks all accruals, including reviewing for recurring invoices and accruing and notifying appropriate people that invoices are missing.

Vendors & Internal Customers Receive Accurate/Timely Information

Essential Functions
  1. Timely response to vendors on AP issues.
  2. Review selected vendors’ statement.
  3. Works with employees outside of finance to educate them on chart of accounts and invoice coding process.

Reports & Reconciliations

Essential Functions
  1. 1099 preparation in accordance with current rules and regulations.
  2. Prepares and conducts weekly check run for authorization and disbursement.
  3. Creates/maintains vendor master file in SAP.
  4. Analyzes and reconciles various general ledger accounts at month end.
  5. Maintains GR/IR account in conjunction with Procurement.
  6. Maintains SAP End User Procedures related to Accounts Payable.
  7. Assists in preparation of annual budgets, year-end expenditure reports, and the consolidated fiscal reports.

Critical Success Factors

Attention to Detail

Is thorough and precise in accomplishing a task through concern for all the areas involved, no matter how small.  Provides information on a timely basis and in a usable form to others who need to act on it.


Ability to maintain high levels of energy and focus despite routine nature of tasks.

Customer Focused

Provides a high degree of customer service through responsiveness and anticipation of customer needs.

Position Qualifications

Education & Experience
Associate’s Degree and two years of AP related experience and/or an equivalent combination of education and experience.

Computer Skills
• Basic Outlook skills as evidenced by creating and sending messages, working with address books, message handling, creating and using personal folders, scheduling appointments, working with meeting requests and managing tasks.
• Basic Microsoft Word skills as evidenced by the ability to produce basic business letters and simple tables and charts; as well as check spelling, set tabs, change page orientation, sort, save, open and organize electronic files.
• Intermediate Excel skills as evidenced by the ability to use workbooks, create simple formulas, insert and delete data, create and edit charts, filter and sort lists, and format data, link data, create and edit charts, change page orientation, add headers and footers, filter and sort lists, format data, insert rows, enter and sort data and produce graphs and charts.
• Familiarity with SAP a plus.

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