An efficient accounts payable clerk is vital in managing financial transactions, invoice processing, and vendor relationships in a small business. This article explores the job description of an accounts payable clerk, highlighting responsibilities, skills, and best practices.
Responsibilities and Duties
As an accounts payable clerk in a small business, your primary responsibilities focus on accurate and timely processing of financial transactions. Let’s delve into the core duties that define your role:
Invoice Processing and Payment
Your key responsibility is to process vendor invoices promptly and accurately. This includes verifying invoice details, ensuring proper coding, and obtaining necessary approvals. You will also be responsible for scheduling and executing payment disbursements in accordance with payment terms and company policies.
Vendor Management and Communication
As an accounts payable clerk, you will interact with vendors regularly. This involves addressing vendor inquiries, resolving payment discrepancies, and maintaining positive relationships. Effective communication and prompt response to vendor inquiries are crucial to ensure smooth operations.
Record Keeping and Data Entry
Accurate record-keeping is vital to maintain an organized accounts payable ledger. You will be responsible for entering and maintaining financial data in accounting systems, reconciling accounts, and ensuring proper documentation of all transactions. Attention to detail and strong data entry skills are essential.
Expense Management and Reporting
Tracking and managing expenses play a significant role in maintaining financial health. You will assist in verifying expense reports, ensuring compliance with company policies, and accurately coding expenses. Additionally, you may contribute to financial analysis and reporting by providing necessary data and reports.
Financial Compliance and Controls
As an accounts payable clerk, you will contribute to ensuring financial compliance and controls. This includes adhering to internal policies and procedures, monitoring vendor contracts and payments for compliance, and assisting with audit preparation. Compliance with tax regulations and accurate record-keeping are critical responsibilities.
Technology Shifts in Accounts Payable
Adopting Financial Technology: The role of an accounts payable clerk is rapidly evolving with the adoption of financial technology. Clerks must be adept at using digital tools for invoice processing, electronic payments, and financial software. This includes understanding automation tools that streamline the accounts payable process, improving efficiency and accuracy.
Cybersecurity Awareness: With the increasing digitization of financial transactions, accounts payable clerks must be vigilant about cybersecurity. They should be knowledgeable about secure data practices, recognizing potential phishing attacks, and protecting sensitive financial information.
Advanced Analytical Skills
Data Analysis for Strategic Decision-Making: The modern accounts payable clerk should possess analytical skills to interpret financial data. This involves understanding how accounts payable impacts the overall financial health of the business, analyzing spending patterns, and identifying cost-saving opportunities.
Performance Metrics Monitoring: An accounts payable clerk should be able to track and report key performance indicators (KPIs) related to the accounts payable process. This includes metrics like average processing time per invoice, cost per invoice, and vendor compliance rates.
Communication and Collaboration
Cross-Departmental Collaboration: The role involves more than just handling invoices; it’s about collaborating with other departments such as procurement and budget management to ensure cohesive financial operations.
Vendor Relationship Management: Building and maintaining strong relationships with vendors is key. This includes negotiating payment terms, handling disputes, and working closely with vendors for mutual benefit.
Skills and Qualifications
To excel as an accounts payable clerk in a small business, certain skills and qualifications are essential. Here are some key attributes:
- Proficiency in basic bookkeeping principles and accounting skills.
- Attention to detail and accuracy in processing financial transactions.
- Strong organizational and time management skills to meet deadlines.
- Familiarity with accounting software and proficiency in data entry.
- Knowledge of accounts payable policies and procedures.
- Effective communication skills for vendor management and inquiries.
- Ability to work independently and as part of a team.
- Analytical skills to identify discrepancies and resolve issues promptly.
- Knowledge of tax compliance requirements and financial controls.
| Skill/Qualification | Description |
|---|---|
| Proficiency in basic bookkeeping principles and accounting skills. | The ability to understand and apply fundamental accounting principles and practices for accurate financial recording. |
| Attention to detail and accuracy in processing financial transactions. | A keen focus on accuracy and thoroughness when handling financial transactions and data entry. |
| Strong organizational and time management skills to meet deadlines. | A capability to efficiently organize tasks, set priorities, and manage time effectively to meet financial deadlines. |
| Familiarity with accounting software and proficiency in data entry. | Competence in using accounting software and performing data entry tasks accurately and efficiently. |
| Knowledge of accounts payable policies and procedures. | Understanding of the policies and procedures related to accounts payable, including invoice processing and payment. |
| Effective communication skills for vendor management and inquiries. | The ability to communicate clearly and professionally when interacting with vendors and addressing inquiries. |
| Ability to work independently and as part of a team. | The capacity to work autonomously or collaboratively within a team to accomplish financial tasks and goals. |
| Analytical skills to identify discrepancies and resolve issues promptly. | The capability to analyze financial data, recognize discrepancies or irregularities, and take prompt corrective action. |
| Knowledge of tax compliance requirements and financial controls. | Understanding of tax regulations and financial control measures to ensure compliance and sound financial management. |
Accounts Payable Job Description: Templates for Hiring at Your Business
Accounts Payable Job Description Template 1:
This template is targeting an Accounts Payable Clerk position at a company. The responsibilities include accurately processing and recording vendor invoices, ensuring timely payments, and maintaining proper documentation. The ideal candidate should have strong attention to detail, excellent organizational skills, and the ability to work collaboratively in a fast-paced environment. The qualifications sought are a high school diploma or equivalent, proven experience in an Accounts Payable Clerk role, knowledge of accounts payable processes, proficiency in accounting software and MS Office, and good communication and interpersonal skills. The template also mentions benefits such as a competitive salary, opportunities for professional growth, and a supportive work environment.
Position: Accounts Payable Clerk
Location: [City, State]
Company: [Company Name]
About Us: [Company Name] is a fast-growing small business specializing in [industry/sector]. We are currently seeking a detail-oriented and organized Accounts Payable Clerk to join our finance team.
Job Description: As an Accounts Payable Clerk at [Company Name], you will be responsible for accurately processing and recording vendor invoices, ensuring timely payments, and maintaining proper documentation. The ideal candidate has strong attention to detail, excellent organizational skills, and the ability to work collaboratively in a fast-paced environment.
Responsibilities:
- Review and verify vendor invoices for accuracy and adherence to company policies.
- Match invoices with purchase orders and receiving documentation.
- Enter invoices into the accounting system and allocate expenses to appropriate accounts.
- Process payments, including check preparation and electronic transfers.
- Reconcile vendor statements and resolve any discrepancies or outstanding issues.
- Respond to vendor inquiries and maintain positive relationships.
- Maintain accurate and up-to-date accounts payable records and files.
- Assist with month-end and year-end closing activities related to accounts payable.
- Assist in the preparation of financial reports and analysis as needed.
- Adhere to company policies, accounting principles, and legal regulations.
Qualifications:
- High school diploma or equivalent; additional education in accounting or finance is a plus.
- Proven experience as an Accounts Payable Clerk or in a similar role.
- Knowledge of accounts payable processes and procedures.
- Proficient in using accounting software and MS Office, especially Excel.
- Strong attention to detail and accuracy in data entry and record-keeping.
- Excellent organizational and time management skills.
- Good communication and interpersonal skills.
- Ability to work independently and collaboratively in a team environment.
Benefits:
- Competitive salary and benefits package.
- Opportunities for professional growth and development.
- Supportive and collaborative work environment.
To Apply:
Please submit your resume and a cover letter explaining your qualifications and interest in the position to [email address] with the subject line “Accounts Payable Clerk Application – [Your Name].” We appreciate your interest in joining our team and will review applications on an ongoing basis.
[Company Name] is an equal-opportunity employer and values diversity in our workforce. We do not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, age, disability, or any other protected characteristic. We encourage applicants from all backgrounds to apply.
Accounts Payable Job Description Template 2:
This template is targeting an Accounts Payable Administrator position at a company. The responsibilities include processing vendor invoices, preparing payment requests, reconciling vendor statements, maintaining vendor accounts, and assisting in month-end and year-end closing activities. The ideal candidate should have analytical skills, good communication abilities, and a proactive problem-solving approach. The qualifications sought are an associate or bachelor’s degree in accounting or finance, proven experience as an Accounts Payable Administrator, knowledge of accounts payable processes, proficiency in accounting software and MS Office, attention to detail, and strong analytical and time management skills. The template also mentions benefits such as a competitive salary, opportunities for professional growth, and a supportive work environment.
Position: Accounts Payable Administrator
Location: [City, State]
Company: [Company Name]
About Us: [Company Name] is a growing small business providing top-quality [products/services] to our customers. We are currently seeking a detail-oriented and organized Accounts Payable Administrator to join our finance team.
Job Description: As an Accounts Payable Administrator at [Company Name], you will be responsible for managing the accounts payable process, ensuring accurate and timely payment of invoices, and maintaining vendor relationships. The ideal candidate has strong analytical skills, excellent communication abilities, and a proactive approach to problem-solving.
Responsibilities:
- Process vendor invoices, verify accuracy, and ensure proper coding and approval.
- Prepare and review payment requests, including checks, ACH transfers, and wire transfers.
- Reconcile vendor statements and resolve any discrepancies or issues.
- Maintain vendor accounts, including accurate records and contact information.
- Respond to vendor inquiries and resolve payment-related queries.
- Assist in month-end and year-end closing activities related to accounts payable.
- Generate and analyze accounts payable reports to monitor payment status and identify trends.
- Assist in the development and improvement of accounts payable procedures.
- Ensure compliance with company policies, accounting principles, and legal regulations.
- Work collaboratively with the finance team and other departments as needed.
Qualifications:
- An associate or bachelor’s degree in accounting, finance, or a related field is preferred.
- Proven experience as an Accounts Payable Administrator or in a similar role.
- Strong knowledge of accounts payable processes, procedures, and best practices.
- Proficient in using accounting software and MS Office, especially Excel.
- Attention to detail and accuracy in data entry and record-keeping.
- Strong analytical and problem-solving skills.
- Excellent communication and interpersonal skills.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Benefits:
- Competitive salary and benefits package.
- Opportunities for professional growth and development.
- Supportive and collaborative work environment.
To Apply:
Please submit your resume and a cover letter outlining your relevant experience and qualifications to [email address] with the subject line “Accounts Payable Administrator Application – [Your Name].” We appreciate your interest in joining our team and will review applications on an ongoing basis.
[Company Name] is an equal-opportunity employer and values diversity in our workforce. We do not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, age, disability, or any other protected characteristic. We encourage applicants from all backgrounds to apply.
Accounts Payable Job Description Template 3:
This template is targeting an Accounts Payable Manager position at a company. The responsibilities include leading and managing the accounts payable process, ensuring accurate and efficient processing of invoices, and fostering strong relationships with vendors and internal stakeholders. The ideal candidate should have exceptional organizational and leadership skills, in-depth knowledge of accounts payable processes, and a commitment to delivering high-quality financial services. The qualifications sought are a bachelor’s degree in accounting, finance, or a related field, proven experience in accounts payable management, knowledge of accounts payable processes and relevant accounting standards, proficiency in accounting software and MS Office, strong leadership and team management skills, and excellent analytical and communication skills. The template also mentions benefits such as a competitive salary, opportunities for professional growth, and a supportive work environment.
Position: Accounts Payable Manager
Location: [City, State]
Company: [Company Name]
About Us: [Company Name] is a thriving small business that specializes in [industry/sector]. We are seeking an experienced and detail-oriented Accounts Payable Manager to join our finance team and oversee our accounts payable function.
Job Description: As an Accounts Payable Manager at [Company Name], you will be responsible for leading and managing the accounts payable process, ensuring accurate and efficient processing of invoices, and fostering strong relationships with vendors and internal stakeholders. The ideal candidate has exceptional organizational and leadership skills, a thorough understanding of accounts payable best practices, and a commitment to delivering high-quality financial services.
Responsibilities:
- Manage the accounts payable team, providing guidance, training, and performance evaluations.
- Oversee the end-to-end accounts payable process, including invoice processing, payment approvals, and vendor statement reconciliation.
- Ensure compliance with company policies, accounting principles, and regulatory requirements.
- Review and approve invoices for payment, ensuring accuracy, proper coding, and adherence to budgetary constraints.
- Implement and maintain efficient accounts payable procedures and internal controls.
- Collaborate with cross-functional teams to resolve payment discrepancies and address vendor inquiries.
- Analyze accounts payable data, generate reports, and provide insights to support financial decision-making.
- Participate in month-end and year-end closing activities, including accruals and bank account reconciliation.
- Continuously assess and streamline accounts payable processes to improve efficiency and effectiveness.
Qualifications:
- Bachelor’s degree in accounting, finance, or a related field.
- Proven experience in accounts payable management or a similar role.
- In-depth knowledge of accounts payable processes, best practices, and relevant accounting standards.
- Strong leadership and team management skills.
- Proficiency in using accounting software and MS Office, particularly Excel.
- Excellent analytical, problem-solving, and decision-making abilities.
- Exceptional organizational and time management skills.
- Effective communication and interpersonal skills.
- Ability to work collaboratively and build relationships with vendors and internal stakeholders.
Benefits:
- Competitive salary and benefits package.
- Opportunities for professional growth and advancement.
- Supportive and collaborative work environment.
To Apply:
Please submit your resume and a cover letter outlining your qualifications and experience in accounts payable management to [email address] with the subject line “Accounts Payable Manager Application – [Your Name].” We appreciate your interest in joining our team and will review applications on an ongoing basis.
[Company Name] is an equal-opportunity employer and values diversity in our workforce. We do not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, age, disability, or any other protected characteristic. We encourage applicants from all backgrounds to apply.
Accounts Payable Job Description Template 4:
This template is targeting an Accounts Payable Analyst position at a company. The responsibilities include reviewing and verifying vendor invoices, reconciling vendor statements, analyzing accounts payable data, and providing support to the finance team. The ideal candidate should have strong analytical skills, attention to detail, and the ability to work independently and collaboratively. The qualifications sought are a bachelor’s degree in accounting, finance, or a related field, proven experience in accounts payable or a similar analytical role, knowledge of accounts payable processes and internal controls, proficiency in accounting software and MS Office, strong analytical and problem-solving skills, and excellent attention to detail. The template also mentions benefits such as a competitive salary, opportunities for professional growth, and a supportive work environment.
Position: Accounts Payable Analyst
Location: [City, State]
Company: [Company Name]
About Us: [Company Name] is a growing small business dedicated to delivering high-quality [products/services] to our customers. We are seeking a detail-oriented and analytical Accounts Payable Analyst to join our finance team and ensure the accuracy and efficiency of our accounts payable processes.
Job Description: As an Accounts Payable Analyst at [Company Name], you will play a crucial role in analyzing, reconciling, and managing accounts payable activities. The ideal candidate has strong analytical skills, a keen attention to detail, and the ability to work independently and collaboratively to meet deadlines.
Responsibilities:
- Review and verify vendor invoices for accuracy, completeness, and adherence to company policies.
- Process and code invoices, ensuring appropriate approval and accurate allocation to the general ledger.
- Perform regular reconciliations of vendor statements to resolve discrepancies and outstanding issues.
- Assist with month-end and year-end closing activities related to accounts payable.
- Generate reports and analyze accounts payable data to identify trends, variances, and opportunities for improvement.
- Investigate and resolve payment discrepancies or disputes with vendors.
- Assist in the development and implementation of accounts payable procedures and internal controls.
- Maintain accurate and organized accounts payable records, including proper documentation and filing.
- Stay updated on industry best practices and changes in accounting regulations related to accounts payable.
- Provide support to the finance team and respond to inquiries from internal stakeholders.
Qualifications:
- Bachelor’s degree in accounting, finance, or a related field.
- Proven experience in accounts payable or a similar analytical role.
- Solid understanding of accounts payable processes, procedures, and internal controls.
- Proficiency in using accounting software and MS Office, particularly Excel.
- Strong analytical and problem-solving skills, with the ability to work with large volumes of data.
- Excellent attention to detail and accuracy in data entry and record-keeping.
- Effective communication and interpersonal skills.
- Ability to work independently and collaboratively in a team environment.
Benefits:
- Competitive salary and benefits package.
- Opportunities for professional growth and development.
- Supportive and collaborative work environment.
To Apply:
Please submit your resume and a cover letter outlining your qualifications and interest in the position to [email address] with the subject line “Accounts Payable Analyst Application – [Your Name].” We appreciate your interest in joining our team and will review applications on an ongoing basis.
[Company Name] is an equal-opportunity employer and values diversity in our workforce. We do not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, age, disability, or any other protected characteristic. We encourage applicants from all backgrounds to apply.
Accounts Payable Job Description Template 5: Entry-Level Accounts Payable Clerk
Position: Entry-Level Accounts Payable Clerk
Location: [City, State]
Company: [Company Name]
About Us: [Company Name] is a dynamic and innovative company specializing in [industry/sector]. We are looking for an enthusiastic Entry-Level Accounts Payable Clerk to join our finance team and grow with us.
Job Description: As an Entry-Level Accounts Payable Clerk at [Company Name], you will be an integral part of our financial operations, focusing on processing invoices, and vendor payments. This role is ideal for someone starting their career in finance, offering a great opportunity to learn and develop in a supportive environment.
Responsibilities:
- Assist in processing vendor invoices and payments.
- Perform basic invoice reconciliations.
- Help maintain vendor files and documentation.
- Assist with data entry into the accounting system.
- Support the finance team with month-end closing processes.
- Participate in the improvement of accounts payable procedures.
- Learn about compliance and regulatory standards in financial transactions.
Qualifications:
- High school diploma or equivalent; interest in pursuing a career in finance or accounting.
- Basic understanding of accounting principles.
- Proficiency in MS Office; willingness to learn accounting software.
- Strong organizational skills and attention to detail.
- Excellent communication and team collaboration skills.
- Eagerness to learn and grow professionally.
Benefits:
- Competitive entry-level salary.
- Opportunities for professional development and career advancement.
- Supportive work environment with mentorship and training.
To Apply: Submit your resume and a brief cover letter to [email address] with “Entry-Level Accounts Payable Clerk Application – [Your Name]” in the subject line. We are excited to hear from aspiring finance professionals.
[Company Name] is an equal opportunity employer committed to diversity and inclusion.
Accounts Payable Job Description Template 6: Senior Accounts Payable Specialist
Position: Senior Accounts Payable Specialist
Location: [City, State]
Company: [Company Name]
About Us: At [Company Name], a leader in the [industry/sector], we are seeking a seasoned Senior Accounts Payable Specialist to oversee and enhance our accounts payable operations.
Job Description: The Senior Accounts Payable Specialist at [Company Name] will play a pivotal role in leading our accounts payable processes. This position is designed for an experienced professional who is adept in managing complex financial operations and providing strategic insights.
Responsibilities:
- Lead and streamline the accounts payable process.
- Conduct thorough invoice analysis and vendor account reconciliations.
- Develop and implement efficient accounts payable policies and procedures.
- Liaise with vendors and negotiate favorable payment terms.
- Provide leadership and training to accounts payable team members.
- Collaborate with cross-functional teams to optimize financial operations.
- Prepare and analyze financial reports and forecasts.
- Drive compliance with financial regulations and standards.
Qualifications:
- Bachelor’s degree in Accounting, Finance, or related field.
- Proven experience in a senior accounts payable role.
- In-depth knowledge of accounts payable practices and financial regulations.
- Strong leadership and team management skills.
- Advanced proficiency in accounting software and MS Office.
- Excellent analytical, problem-solving, and decision-making abilities.
- Outstanding communication and interpersonal skills.
Benefits:
- Competitive salary commensurate with experience.
- Comprehensive benefits package.
- Opportunities for ongoing professional development and career growth.
To Apply: Please send your resume and a detailed cover letter to [email address] with “Senior Accounts Payable Specialist Application – [Your Name]” as the subject. We look forward to considering your application.
[Company Name] is committed to creating a diverse environment and is proud to be an equal opportunity employer.
| Aspect | Template 1 | Template 2 | Template 3 | Template 4 |
|---|---|---|---|---|
| Job Position | A/P Clerk | A/P Admin | A/P Manager | A/P Analyst |
| Location | [City, State] | [City, State] | [City, State] | [City, State] |
| Company | [Company Name] | [Company Name] | [Company Name] | [Company Name] |
| About Us | Small business specializing in [industry/sector] | Providing [products/services] | Small business specializing in [industry/sector] | Providing [products/services] |
| Job Description | Accurate processing of vendor invoices, timely payments, and documentation | Processing invoices, payment requests, vendor statement reconciliation | Leading and managing A/P process, vendor relationships | Reviewing, verifying invoices, reconciling statements, data analysis |
| Responsibilities | Invoice processing, payment, reconciliation | Invoice processing, payment requests, reconciliation | A/P management, compliance, reports | Invoice review, reconciliation, data analysis |
| Qualifications | High school diploma, A/P Clerk experience | Associate or bachelor's degree, A/P Admin experience | Bachelor's degree, A/P Manager experience | Bachelor's degree, A/P or analytical role experience |
| Skills | Detail-oriented, organizational skills | Analytical, communication, problem-solving | Organizational, leadership, analytical | Analytical, attention to detail, independent work |
| Software Proficiency | Accounting software, MS Office | Accounting software, MS Office | Accounting software, MS Office | Accounting software, MS Office |
| Benefits | Competitive salary, growth, supportive environment | Competitive salary, growth, supportive environment | Competitive salary, growth, supportive environment | Competitive salary, growth, supportive environment |
| To Apply | Resume, cover letter, [email address] | Resume, cover letter, [email address] | Resume, cover letter, [email address] | Resume, cover letter, [email address] |
| Equal Opportunity Policy | Yes | Yes | Yes | Yes |
Conclusion
The accounts payable clerk in the payable department plays a crucial role in processing invoice payments and post business transactions. Their responsibilities include managing expenses, maintaining vendor relationships, and ensuring compliance with financial regulations. Attention to detail, effective communication, and adherence to best practices are key for success in this role.
Frequently Asked Questions
What is the role of an accounts payable clerk in a small business?
Accounts payable clerks in the accounts payable department handle financial transactions, manage vendor relationships, and ensure accurate invoice processing. They are also responsible for maintaining compliance with financial regulations. The accounts payable clerk’s responsibilities include post business transactions and their salary may vary depending on the company and location.
What are the key responsibilities of an accounts payable clerk in small businesses?
The accounts payable clerk in smaller businesses plays a vital role in processing and paying vendor invoices, managing vendor relationships, maintaining accurate records and data entry, managing expenses and reporting, and ensuring financial compliance and controls. The accounts payable clerk responsibilities also include post business transactions. The accounts payable salary for an accounts payable clerk may vary depending on factors such as experience, location, and company size.
What skills are important for an accounts payable clerk in a small business?
Important skills for an accounts payable clerk in a small business include proficiency in basic bookkeeping and accounting principles, attention to detail, strong organizational and time management skills, familiarity with accounting software, effective communication skills, and knowledge of accounts payable policies and procedures.
What is the importance of accurate and timely invoice processing for an accounts payable clerk in small businesses?
Accurate and timely invoice processing is crucial for an accounts payable clerk in small businesses to ensure smooth financial operations, maintain positive vendor relationships, and prevent delays or discrepancies in payment processing.
How does an accounts payable clerk contribute to expense management and reporting in small businesses?
An accounts payable clerk contributes to expense management and reporting in small businesses by verifying expense reports, ensuring compliance with company policies, accurately coding expenses, and providing necessary data and reports for financial analysis.
What is the accounts payable role in ensuring financial compliance and controls in small businesses?
An accounts payable clerk plays a role in ensuring financial compliance and controls in small businesses by adhering to internal policies and procedures, monitoring vendor contracts and payments for compliance, and assisting with audit preparation and accurate record-keeping.
How does an accounts payable clerk manage vendor relationships and inquiries in small businesses?
An accounts payable clerk manages vendor relationships and inquiries in small businesses by promptly addressing vendor inquiries, resolving payment discrepancies, and maintaining effective communication to foster positive relationships.
What qualifications are required to be a successful accounts payable clerk in a small business?
Qualifications for a successful accounts payable clerk in a small business include proficiency in basic bookkeeping and accounting principles, attention to detail, strong organizational and time management skills, familiarity with accounting software, effective communication skills, and knowledge of accounts payable policies and procedures.
How does an accounts payable clerk contribute to the overall financial health of a small business?
An accounts payable clerk contributes to the overall financial health of a small business by ensuring accurate and timely manner processing of invoices, managing expenses effectively, maintaining compliance with financial regulations, and providing necessary data and reports for financial analysis and decision-making.
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This article, "Accounts Payable Job Description: Templates for Hiring" was first published on Small Business Trends