Accounts Payable Job Description: Duties, Skills, Template

If you’ve ever tried to write a job posting for this role from scratch, you know the problem: most templates online are either too vague (“processes invoices”) or so bloated with corporate filler that no candidate actually reads them. Below is a practical breakdown of what an accounts payable (AP) specialist actually does, what to look for when hiring, and a template you can copy and adjust.

What Does an Accounts Payable Specialist Do?

An accounts payable specialist manages the money a company owes to its vendors and suppliers. They’re the person making sure invoices get paid correctly and on time, without duplicate payments, missed discounts, or angry vendor calls.

At a small company, this might be one person handling everything. At a larger one, it’s often a team split by vendor category, with a supervisor overseeing the workflow and a controller reviewing exceptions.

Core Responsibilities

A solid AP job description should cover these duties, not just list “accounting tasks” and call it done:

Invoice processing: Reviewing incoming invoices for accuracy, matching them against purchase orders, and receiving reports (the classic three-way match).
Payment runs: Preparing and executing check runs, ACH transfers, or wire payments on a set schedule.
Vendor management: Answering vendor inquiries, resolving payment disputes, and keeping vendor records current.
Expense reconciliation: Reconciling AP sub-ledgers against the general ledger each month.
Compliance: Making sure 1099 documentation, sales tax, and internal approval policies are followed.
Reporting: Tracking aging reports so nothing slips past due and flagging cash flow issues to finance leadership.

Required Skills and Qualifications

Here’s where a lot of postings go wrong: they ask for a four-year degree and five years of experience for what’s really an entry-to-mid-level role. Be realistic about what the job needs.

Typical requirements:

Associate’s degree in accounting or business (bachelor’s preferred for senior roles, not usually required)
1-3 years of AP or general accounting experience
Comfort with accounting software (QuickBooks, NetSuite, SAP, or similar)
Strong attention to detail; a single transposed digit can throw off a whole reconciliation
Basic Excel skills, including pivot tables and VLOOKUP

Nice to have, not mandatory:

Experience with automated invoice-capture tools
Familiarity with multi-entity or multi-currency processing

Sample Accounts Payable Job Description Template

Job Title: Accounts Payable Specialist

Reports to: AP Manager / Controller

Summary: We’re looking for an accounts payable specialist to process vendor invoices, manage payment schedules, and keep our books accurate. You’ll work closely with procurement and the broader finance team to make sure vendors get paid correctly and on time.

Responsibilities:

Process 100-150 invoices weekly with a three-way match
Prepare weekly payment runs across check, ACH, and wire
Resolve vendor discrepancies within 48 hours
Maintain vendor files and W-9 documentation
Assist with month-end close and AP reconciliation

Qualifications:

Associate’s degree in accounting or equivalent experience
2+ years in an AP or accounting role
Proficiency with [your ERP system]
Strong organizational skills and comfort with deadlines

Feel free to adjust the invoice volume, software name, and reporting line to match your actual setup. Candidates notice when a posting sounds specific rather than generic.

Salary Expectations

Pay varies a lot by region and company size, but as a general range, entry-level AP clerks typically fall in the $38,000-$48,000 range annually in the US, while AP specialists with a few years of experience land closer to $48,000-$62,000. Supervisory roles push higher, often $60,000-$75,000. Always check current local data before finalizing a number, since these figures shift.