Finding the right person for your finance team starts with a clear accounts payable officer job description. This role is a key part of any Australian business that needs to manage its outgoing money. At Righteo, we know that a good job description helps you attract people who have the right skills and experience. You need someone who is good with numbers and pays close attention to detail. This guide will help you understand what to include when you hire for this position.
Key Takeaways
- The role focuses on managing outgoing payments and supplier relationships.
- Key skills include three-way matching and using ERP software.
- Accuracy in data entry is a main requirement for this job.
- Knowledge of Australian GST and ABN rules is necessary.
- Clear communication helps with supplier and internal queries.
What does an accounts payable officer do?
You might wonder, what does an accounts payable officer do on a daily basis? In simple terms, they make sure your business pays its bills on time and for the correct amount. They handle the full cycle of accounts payable. This starts when a bill arrives and ends when the payment is finished and recorded.
In an Australian context, this person also checks that all invoices meet tax office rules. They look for valid Australian Business Numbers (ABNs) and check that Goods and Services Tax (GST) is handled correctly. Without this role, your business could face late fees or problems with your tax filings. They act as the bridge between your company and your suppliers.
Primary AP officer responsibilities
The list of AP officer responsibilities is long because they manage many small but important tasks. You need to list these clearly so that applicants know what you expect. Their work helps keep your cash flow steady and your records accurate.
Here are the main areas they cover:
- Checking and entering invoices into the accounting system.
- Matching invoices with purchase orders and delivery notes.
- Dealing with supplier queries about payments.
- Reconciling supplier statements to find any missing bills.
- Processing staff expense claims and credit card statements.
- Preparing payment runs for approval by management.
Accounts payable officer duties for invoice processing
One of the most frequent accounts payable officer duties is processing invoices. This is more than just typing numbers into a computer. You need someone who can spot errors before they become big problems.
When processing invoices, the officer must:
- Sort and distribute incoming mail and emails.
- Get the right approvals from department heads.
- Code invoices to the correct general ledger accounts.
- Check that the bank details on the invoice match the master file.
- Make sure the GST amount is separated correctly for tax reporting.
Three-way matching and verification
A key part of the accounts payable specialist role is three-way matching. This is a control process that guards your business against fraud and mistakes. You should include this in your job description if your business buys physical goods.
The three-way match involves checking three documents:
- The Purchase Order (what you asked for).
- The Receiving Report or Delivery Docket (what you actually got).
- The Invoice (what the supplier is charging you for).
If these three things do not match, the officer must find out why. They might contact the warehouse or the supplier to fix the error. This step makes sure you only pay for what you received.
Supplier payments and reconciliations
Your business depends on good relationships with suppliers. An AP officer helps maintain these bonds by paying on time. They also perform reconciliations to make sure your records match the supplier's records.
During this process, the officer will:
- Run reports to see which bills are due for payment.
- Prepare electronic funds transfer (EFT) files for the bank.
- Send out remittance advices so suppliers know which bills were paid.
- Review supplier statements every month.
- Resolve any differences between your balance and the supplier's balance.
While you look for staff to manage outgoing funds, you might also need an Accounts Receivable Officer Job Description to help manage the money coming into your business.
Expense management and corporate cards
Many businesses in Australia use corporate credit cards or have staff who pay for things out of their own pockets. Managing these costs is a big part of the job. The officer must make sure every dollar spent is for a business purpose.
Their tasks in this area include:
- Collecting receipts from staff members.
- Checking that expenses follow the company policy.
- Making sure the GST on receipts is claimed correctly.
- Reconciling credit card statements at the end of each month.
- Loading expense data into the finance system.
Using ERP systems like SAP, Oracle, and Xero
Most modern businesses use Enterprise Resource Planning (ERP) systems or accounting software. You should specify which systems you use in your job description. This helps you find people who already know how to use those tools.
Common systems used in Australia include:
- SAP: Often used by very large companies for complex data.
- Oracle: Another system for large businesses with many departments.
- Xero: Very popular with small to medium Australian businesses.
- MYOB: A common choice for local firms.
- Microsoft Dynamics: Used by businesses that want a connected system.
The officer must be comfortable with data entry and running reports within these programs. They should also be good at using Microsoft Excel to organise data outside of the main system.
AP clerk job description vs accounts payable specialist
When writing your ad, you might use different titles. An AP clerk job description usually focuses on entry-level tasks. This includes basic data entry and filing. An accounts payable specialist often has more experience. They might handle more complex reconciliations or help with month-end reporting.
Think about the level of your role:
- Clerk: Focuses on high-volume data entry and simple tasks.
- Officer: Handles the full cycle and communicates with suppliers.
- Specialist: Manages complex accounts and helps with process improvements.
- Lead/Supervisor: Manages a team of people and looks at the big picture.
Accounts payable officer job description template
You can use the following template for your next job advertisement. Simply fill in the details about your specific company.
Job Title: Accounts Payable Officer Location: [Insert City/Suburb], Australia Reports To: Finance Manager
Job Summary: We are looking for a detailed Accounts Payable Officer to join our team. You will manage the full accounts payable process. This includes processing invoices, matching documents, and making sure suppliers are paid on time.
Key Responsibilities:
- Process a high volume of invoices with high accuracy.
- Perform three-way matching for all stock purchases.
- Reconcile supplier statements and fix any errors.
- Prepare weekly and monthly payment runs.
- Handle staff expense claims and credit card reconciliations.
- Answer supplier calls and emails in a professional way.
- Help with month-end closing tasks.
Requirements:
- Previous experience in an accounts payable role.
- Good knowledge of GST and ABN requirements in Australia.
- Experience with [Insert Software: SAP/Xero/Oracle].
- Strong skills in Microsoft Excel.
- High attention to detail and good with numbers.
- Excellent communication skills.
Frequently Asked Questions
What qualifications does an accounts payable officer need?
Most employers look for a Certificate IV in Accounting or Bookkeeping. Some prefer a Diploma or a Bachelor's degree in a finance-related field. However, many businesses value practical experience with accounting software just as much as a formal degree.
Is accounts payable a hard job?
The job requires a lot of focus and the ability to work with deadlines. It is not "hard" in terms of physical work, but it can be demanding because you must be accurate. Small mistakes can lead to paying the wrong amount of money, so you must be very careful.
What is the average salary for this role in Australia?
Salaries vary based on your location and experience. In Australia, an entry-level clerk might earn between $55,000 and $65,000. An experienced officer or specialist can earn between $70,000 and $85,000 per year.
How does accounts payable differ from accounts receivable?
Accounts payable is about the money your business owes to others (outgoing). Accounts receivable is about the money that customers owe to your business (incoming). Both roles are part of the wider finance team.
Conclusion
Creating a strong accounts payable officer job description is the first step to building a reliable finance department. By listing the specific duties and software skills you need, you will attract the right candidates. Remember to focus on accuracy, communication, and knowledge of Australian tax rules. With the right person in this role, your business can maintain great supplier relationships and keep its financial records in perfect order. Righteo is here to help you find the best talent for your team.