Specialist, Accounts Payable Job Description

Specialist, Accounts Payable Job Description

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Specialist, accounts payable provides feedback to purchasing regarding vendors - capturing discount terms, invoicing errors, electronic payment opportunities, payment with credit card, etc.

Specialist, Accounts Payable Duties & Responsibilities

To write an effective specialist, accounts payable job description, begin by listing detailed duties, responsibilities and expectations. We have included specialist, accounts payable job description templates that you can modify and use.

Sample responsibilities for this position include:

Process check requests and prep payments to vendors, nonprofits and employees
Own the company’s procure-to-pay process including developing a deep understanding of NetSuite Purchase Order and Accounts Payable modules
Ensure that all invoices are coded to the correct account and are paid within terms
Handle inquiries to and from vendors and internal business partners
Perform vendor statement reconciliations
Maintain the vendor master file
Process monthly expense reports and corporate credit card transactions
Perform 1099 file maintenance and year-end processing
AP and other document management, including filing/archiving
Other special projects/duties as assigned.p

Specialist, Accounts Payable Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Specialist, Accounts Payable

List any licenses or certifications required by the position: APS, IOFM, CAPA, W-9, CPR, APM, CAPP, CAPS, AP, CECRL

Education for Specialist, Accounts Payable

Typically a job would require a certain level of education.

Employers hiring for the specialist, accounts payable job most commonly would prefer for their future employee to have a relevant degree such as Associate and Bachelor's Degree in Accounting, Finance, Education, Associates, Business, Business/Administration, Technical, General Education, Supervision, Economics

Skills for Specialist, Accounts Payable

Desired skills for specialist, accounts payable include:

Credit/collection
Payment terms
End-to-end P2P processes
Expense Processes
Microsoft Office
Microsoft Office and Excel skills
Excel
Generally accepted purchasing and accounting principles
Microsoft Outlook
US GAAP

Desired experience for specialist, accounts payable includes:

Process wires
Make remote deposits
Download bank statements to complete bank reconciliations
Process positive pay
Utilize ReqLogic for invoice data entry and PO processing
Maintain client files/records

Specialist, Accounts Payable Examples

1

Specialist, Accounts Payable Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of specialist, accounts payable. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for specialist, accounts payable
  • Acting as a liaison with foreign accounting firms to ensure invoices and expenses are being recorded properly
  • Maintaining and analyzing Accounts Payable aging reports
  • Resolving vendor billing and employee expense reimbursement discrepancies
  • Preparing analysis and reports associated with accounts payable
  • Maintaining vendor documents
  • Communicating internally and externally for clarification and approval of all expenses
  • Assisting with general accounting activities and acting as a back up to US A/P as needed
  • Ad-hoc expense analysis as needed
  • Process daily bank entries including electronic payments and expenses (purchase orders, employee reimbursements)
  • Full cycle A/P processing for both Domestic and International invoices
Qualifications for specialist, accounts payable
  • Experience with multi-currency and multi-country is essential
  • Interacts well with all levels of management
  • Assist with opening and sorting of departmental mail
  • Prepare checks and initiate wire payments within credit terms, obtaining approvals where required
  • Set-up and maintain accurate vendor records, obtain W-9 information for all new vendors and assist with annual 1099 reporting process
  • Act as the primary contact for vendors, reconcile statements, research billing issues and correct discrepancies
2

Specialist, Accounts Payable Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of specialist, accounts payable. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for specialist, accounts payable
  • Address internal customers’ queries
  • Manages all activities in the accounts payable function including entering, reviewing, and coding of invoices
  • Maintain Accounts Payable records in an organized and efficient manner
  • Match invoices to respective purchase orders
  • Assist with vendor issues
  • Performs month end closing procedures including general ledger reconciliations and accruals
  • Cutting checks
  • Dealing with coding
  • Dealing with internal managers
  • Assisting with other accounting aspects
Qualifications for specialist, accounts payable
  • Work closely with internal clients as an expert resource in the Accounts Payable process to clear SAP workflow, resolve mismatch items (GR/IR), enable timely and accurate payments of supplier invoices, provide clients with general AP process guidance and assistance
  • Handling tasks associated with AP disbursements including cancel/reissue of checks, positive pay or ACH-EFT rejects, and the monitoring of the weekly payment run process
  • Responsible to monitor work processes that are performed remotely by the 3rd party BPO services provider to ensure that documented Work Instructions are being followed and timely transaction execution is performed by 3rd party services personnel
  • Responsible for updating those Work Instructions as appropriate
  • Responsible for providing escalation support for the 3rd party services provider when provider has questions or problems they are not able to resolve themselves
  • Provide for the timely response and support of queries from other internal functions such as purchasing, treasury operations, general accounting
3

Specialist, Accounts Payable Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of specialist, accounts payable. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for specialist, accounts payable
  • Sort, code and match invoices from all VCI departments, Vendors, and Region’s
  • Set invoices up for payment by using 10-15 spreadsheets from various VCI departments including ACH files
  • Enter and upload invoices into Oracle Financials and Livelink
  • Post transactions to journals, ledgers and other records for compliance and auditing and assist other Accounting departments with research on transactions
  • Monitor accounts to ensure payments are up to date and to make sure that duplicate payments aren’t processed
  • Maintain vendor files for auditing purposes and also to avoid duplicate vendors
  • Correspond with vendors and respond to inquiries for all of VCI, VWGOA
  • Produce monthly reports to Financial Services Manager for auditing and compliance
  • Assist with month end closing and also assist other Accounting teams with closing
  • The Accounts Payable Specialist will assist the AP Supervisor with system updates and testing
Qualifications for specialist, accounts payable
  • Good knowledge of general accounting procedures
  • High School Diploma required, AA degree in Accounting/Business is a plus
  • AA in Accounting, Bachelors preferred
  • Navision experience is REQUIRED
  • Excellent knowledge of the Accounts Payable module in Navision
  • Customer service orientation when working with outside vendors and internal employees
4

Specialist, Accounts Payable Job Description

Job Description Example
Our company is searching for experienced candidates for the position of specialist, accounts payable. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for specialist, accounts payable
  • Assists in monthly closings by preparing aging reports for comparison to the General Ledger
  • Keying monthly commission information into system
  • Gather purchase orders, charge slips and prepare payments
  • Verify invoice amounts from invoice to database
  • Create letters and other correspondence to clients separating reports, mailing statements, back up and checks
  • Other administrative duties as needed such as answering phone calls, providing clients with requested information and taking messages when necessary
  • Maintaining vendor relationships, resolve issues
  • Work with Financial Analysts to resolve cost center questions
  • Collaborate with General Ledger Accountants for balance sheet accounts
  • Enter invoices in Oracle Accounts Payable System (Oracle R12)
Qualifications for specialist, accounts payable
  • Must have a minimum of two (2) years recent experience in accounts payable
  • Completed Associate’s degree in a Business field
  • Must have Accounts Payable experience within the last five years within a manufacturing, assembly, or distribution environment
  • Experience with 3 and 4 Way Invoice Matching strongly preferred
  • Ability to effectively communicate and deliver training to departmental staff
  • Accounting knowledge and sound understanding of the accounts payable process
5

Specialist, Accounts Payable Job Description

Job Description Example
Our company is searching for experienced candidates for the position of specialist, accounts payable. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for specialist, accounts payable
  • Identifies invoice and credit memo problems and resolves with assistance of product management, sales/branches, receiving and AP management as needed to bring the invoice to payment stage or receive credit from vendor
  • Responsible for supplier statement reconciliation and for maintaining supplier accounts in current condition from an aging perspective
  • Responsible for entering invoices as required
  • Responsible for working with all AP teams to reach target metrics each week and month
  • Supports continuous improvement initiatives within the department
  • Supports the efforts of other functional groups within the department as required
  • Review invoices for appropriate documentation and approval prior to payment
  • Post, review, and code invoices, employee reimbursements, and credit card transactions
  • Reconcile vendor statements and research and correct discrepancies as needed
  • 1099 maintenance and annual 1099 reporting
Qualifications for specialist, accounts payable
  • Ability to handle confidential or sensitive information in a discreet, professional manner
  • Have an eye for detail while maintaining accuracy
  • Experience in Oracle Purchasing and Payables desired
  • Minimum of 2 years experience in Accounts Payable
  • 3+ years of accounts payable experience in a "high volume" Accounts Payable department
  • 3+ years of Construction industry experience, strongly preferred

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