Accounts Payable Specialist

Department: Accounting
Employment Status: Full-Time
Position Summary
The Accounts Payable Specialist is responsible for the accurate and timely entry of company expenses into the accounting system. This position plays an important role in maintaining current and accurate financial records by ensuring all expenses are properly entered, documented, and accounted for.
The ideal candidate is highly organized, detail-oriented, dependable, and capable of independently managing their workload. Exceptional time-management skills, accuracy, accountability, and the ability to consistently meet deadlines are essential.
Essential Duties and Responsibilities
Expense Entry & Accuracy

• Accurately enter company expenses and payable invoices into the accounting system.
• Ensure all expenses are entered promptly and within established deadlines.
• Verify expense information, including amounts, dates, vendor information, and supporting documentation.
• Assign expenses to the appropriate general ledger accounts and projects, as applicable.
• Identify and investigate discrepancies or missing information before entering transactions.
• Ensure expenses are recorded in the appropriate accounting periods.
• Review entries for accuracy and completeness.
• Maintain accurate and organized supporting documentation.
• Monitor outstanding expenses to ensure nothing is overlooked or left unentered.
• Assist with month-end expense entry and related accounting deadlines.

Time Management & Accountability

• Independently organize and prioritize daily responsibilities.
• Maintain a consistent workflow to ensure expense entry remains current.
• Meet established deadlines without requiring repeated reminders or constant supervision.
• Proactively identify potential delays and communicate concerns to management.
• Take ownership of assigned responsibilities and follow tasks through to completion.
• Manage competing priorities while maintaining accuracy and productivity.

Organization & Communication

• Take detailed notes during training and when receiving instructions.
• Maintain organized records and reference materials for recurring procedures.
• Consistently follow established accounting processes and company policies.
• Communicate missing documentation, discrepancies, and unresolved issues promptly.
• Ask questions when clarification is needed rather than making assumptions.

Required Qualifications

• High school diploma or equivalent required.
• Previous accounts payable, bookkeeping, data entry, or accounting experience preferred.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• Experience with accounting software preferred.
• Exceptional time-management and organizational skills.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently with minimal supervision.
• Ability to consistently meet deadlines and manage multiple responsibilities.
• Strong communication and problem-solving skills.
• Ability to maintain confidentiality when handling company financial information.

Key Performance Expectations
The successful candidate must consistently demonstrate:

• Timeliness: All known expenses are entered within established deadlines.
• Accuracy: Expense entries are complete, correct, and supported by appropriate documentation.
• Accountability: Assigned responsibilities are completed without repeated reminders.
• Organization: Expense records and outstanding items are maintained in an organized manner.
• Independence: Daily responsibilities are managed effectively with minimal supervision.
• Communication: Potential delays, missing information, and discrepancies are communicated proactively.

Work Environment
This is a full-time position performed primarily in an office environment. The employee must be able to manage daily responsibilities and meet established accounting deadlines.
Additional Duties
Perform other related accounting and administrative duties as assigned.
This job description outlines the general responsibilities and expectations of the position and may be modified to meet the operational needs of the company.