What does an Accounts Payable Specialist do?

An Accounts Payable Specialist manages money going out of the business, processing supplier invoices and making sure each one is valid, approved, and paid on time. They match invoices to purchase orders, run payment cycles, and reconcile vendor accounts to keep the payables ledger accurate.

What are the main responsibilities of an Accounts Payable Specialist?

The core duties are invoice processing, three-way matching, and scheduling payment runs. Most specialists also reconcile vendor statements, manage the AP aging report, prevent duplicate or fraudulent payments, and support month-end close with accruals.

What skills does an Accounts Payable Specialist need?

Accuracy and organization are essential, along with a firm grasp of invoice matching and payment controls. Fluency in an ERP or accounting system speeds the work, and clear communication helps resolve billing disputes with vendors quickly and professionally.

What should an Accounts Payable Specialist job description include?

A strong job description leads with a one-line definition and brief, then lists key duties, full responsibilities, and the required experience and systems. Naming your ERP, payment volume, and reporting line helps candidates judge fit before applying.

Who does an Accounts Payable Specialist work with?

Accounts Payable Specialists work within the finance team and report to an AP manager or controller. They coordinate daily with vendors, procurement, and department budget owners who approve spending, and support external auditors at close.

Finance

Accounts Payable Specialist Job Description

Accountant Financial Analyst Finance Manager Financial Controller Bookkeeper Accounts Receivable Specialist Auditor Tax Accountant Payroll Manager CFO

About the role

We are looking for an Accounts Payable Specialist to own the full invoice-to-payment cycle for our vendors. You will match invoices to purchase orders, route approvals, schedule payment runs, and keep vendor relationships smooth while protecting the company from duplicate or fraudulent payments. The ideal candidate is organized, deadline-driven, and takes pride in a clean, well-documented payables ledger.

Key responsibilities

Process and verify supplier invoices for accurate, on-time payment
Match invoices to purchase orders and receiving records
Run payment cycles and reconcile the AP ledger

Responsibilities

Receive, code, and enter supplier invoices into the AP system
Perform three-way matching of invoices, purchase orders, and receiving documents
Route invoices for approval and follow up on outstanding sign-offs
Prepare and process weekly check, ACH, and wire payment runs
Reconcile vendor statements and resolve billing discrepancies
Manage the AP aging report and prioritize payments against due dates
Set up and maintain vendor records, including tax and banking details
Identify and prevent duplicate, fraudulent, or overpayments
Track and apply early-payment discounts and monitor payment terms
Support month-end close with AP accruals and account reconciliations

Requirements

High school diploma required; an associate's or bachelor's degree in accounting or finance is a plus
2 or more years of accounts payable or general accounting experience
Solid understanding of invoice processing, three-way matching, and payment controls
Experience with ERP or accounting systems such as NetSuite, SAP, or QuickBooks
Strong numerical accuracy and the ability to meet strict payment deadlines

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