What does an accounts payable/administrative assistant do?
An accounts payable/administrative assistant works alongside the department head. This position focuses on the administrative side of a budgeting department. They are responsible for organizing a company's financial records, which include all documentation of financial transactions, such as invoices and receipts. They also manage all paperwork needed by their department.
Accounts payable/administrative assistant responsibilities
Here are examples of responsibilities from real accounts payable/administrative assistant resumes:
- Create invoices, manage, reconcile and pay ACH payments or record receive payments while working closely with customers and vendors.
- Manage FEDEX delivery requirements ensuring compliance with company policy.
- Post ACH, journal entries efficiently, timely, and accurately into the accounting system.
- Create and maintain PowerPoint presentation.
- Generate monthly report utilizing QuickBooks to determine outstanding payments.
- Generate weekly reports and perform monthly reconciliation utilizing QuickBooks.
- Respond to payroll accounting inquires; provide resolution, information, or direction accordingly.
- Manage FEDEX delivery requirements ensuring compliance with company policy.
Accounts payable/administrative assistant skills and personality traits
We calculated that 12% of Accounts Payable/Administrative Assistants are proficient in Purchase Orders, Data Entry, and Vendor Invoices. They’re also known for soft skills such as Interpersonal skills, Organizational skills, and Writing skills.
We break down the percentage of Accounts Payable/Administrative Assistants that have these skills listed on their resume here:
- Purchase Orders, 12%
Managed physical inventory/department efficiency projects, tracked purchase orders, and delivered month end closing of the general ledger.
- Data Entry, 11%
Completed daily invoicing, data entry and reconciliation for all vendors and inter-company expenses.
- Vendor Invoices, 8%
Processed vendor invoices which included collections invoices, overhead and corporate related invoices.
- Customer Service, 8%
Excelled from Accounts Payable/Administrative Assistant to Admissions Coordinator/Maintained Resident Trust, Operating Petty Cash/Accounts Payable/Company Credit Card/ Customer Service/PAS oriented/Room Readiness
- Financial Reports, 5%
Coordinated travel arrangements and chaired monthly board meetings, quarterly financial reports and conferences regarding Student Legal Services.
- Credit Card, 4%
Completed daily online financial deposits and distributed correspondence as appropriate and processed credit card transactions.
"purchase orders," "data entry," and "vendor invoices" are among the most common skills that accounts payable/administrative assistants use at work. You can find even more accounts payable/administrative assistant responsibilities below, including:
Interpersonal skills. To carry out their duties, the most important skill for an accounts payable/administrative assistant to have is interpersonal skills. Their role and responsibilities require that "secretaries and administrative assistants interact with clients, customers, or staff." Accounts payable/administrative assistants often use interpersonal skills in their day-to-day job, as shown by this real resume: "displayed strong work ethic and superior interpersonal, customer service and communication skills. "
Organizational skills. Another essential skill to perform accounts payable/administrative assistant duties is organizational skills. Accounts payable/administrative assistants responsibilities require that "secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently." Accounts payable/administrative assistants also use organizational skills in their role according to a real resume snippet: "recognized for outstanding customer service and for organizational skills. "
Writing skills. This is an important skill for accounts payable/administrative assistants to perform their duties. For an example of how accounts payable/administrative assistant responsibilities depend on this skill, consider that "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." This excerpt from a resume also shows how vital it is to everyday roles and responsibilities of an accounts payable/administrative assistant: "assisted clerks in reconciling purchase orders, and paying invoices by writing checks or using electronic payment. ".
See the full list of accounts payable/administrative assistant skills
The three companies that hire the most accounts payable/administrative assistants are:
- Live Nation Entertainment3 accounts payable/administrative assistants jobs
- Robert Half1 accounts payable/administrative assistants jobs
- AppleOne Employment Services1 accounts payable/administrative assistants jobs
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Compare different accounts payable/administrative assistants
Accounts payable/administrative assistant vs. Administrative support
Administrative support specialists provide different types of governmental assistance. They carry out varied clerical duties in almost all industries. Most of these duties revolve around supervising and distributing information within an organization. This typically includes taking memos, answering phone calls, and managing, storing, and organizing files. They are also responsible for receiving and sending correspondence and greeting customers and clients. Some administrative support may be required to have vast professional knowledge as their duties are more specialized than the others.
These skill sets are where the common ground ends though. The responsibilities of an accounts payable/administrative assistant are more likely to require skills like "vendor invoices," "credit card," "accounts payables," and "general ledger." On the other hand, a job as an administrative support requires skills like "payroll," "phone calls," "patients," and "excellent organizational." As you can see, what employees do in each career varies considerably.
Administrative supports tend to make the most money working in the technology industry, where they earn an average salary of $40,623. In contrast, accounts payable/administrative assistants make the biggest average salary, $45,929, in the construction industry.The education levels that administrative supports earn slightly differ from accounts payable/administrative assistants. In particular, administrative supports are 2.7% more likely to graduate with a Master's Degree than an accounts payable/administrative assistant. Additionally, they're 0.3% more likely to earn a Doctoral Degree.Accounts payable/administrative assistant vs. Accounts payable clerk
An accounts payable clerk is responsible for supporting the accounting department by performing clerical duties to file financial reports timely and accurately. Accounts payable clerks manage and verify invoices documents, reconcile balance spreadsheets, process payments for suppliers and vendors, resolve billing discrepancies, confirm and post account statements, record outstanding credits, and maintain an organized record of transactions. An accounts payable clerk must have excellent knowledge of the accounting principles to deliver high-quality services and help the business minimize excessive financial loss.
In addition to the difference in salary, there are some other key differences worth noting. For example, accounts payable/administrative assistant responsibilities are more likely to require skills like "office equipment," "general ledger," "travel arrangements," and "front desk." Meanwhile, an accounts payable clerk has duties that require skills in areas such as "payroll," "reconciliations," "general ledger accounts," and "invoice processing." These differences highlight just how different the day-to-day in each role looks.
Accounts payable clerks may earn a lower salary than accounts payable/administrative assistants, but accounts payable clerks earn the most pay in the technology industry with an average salary of $41,570. On the other hand, accounts payable/administrative assistants receive higher pay in the construction industry, where they earn an average salary of $45,929.Average education levels between the two professions vary. Accounts payable clerks tend to reach similar levels of education than accounts payable/administrative assistants. In fact, they're 0.9% more likely to graduate with a Master's Degree and 0.3% more likely to earn a Doctoral Degree.Accounts payable/administrative assistant vs. Administrative staff
As the administrative staff, they primarily provide administrative and secretarial support for the department. Typically, they do report-writing, filing and scheduling, and payroll. They plan department weekly meetings, schedule conference calls, and work on solving administrative related concerns and issues. They do a complex task that involves multi-tasking from the preparation of department reports, analyzing data, and finding solutions. It is a requirement to be an experienced, collaborator, and trained cross-functional communicator. Moreover, other duties will include scheduling company-initiated activities, meetings, and events.
Some important key differences between the two careers include a few of the skills necessary to fulfill the responsibilities of each. Some examples from accounts payable/administrative assistant resumes include skills like "data entry," "vendor invoices," "customer service," and "credit card," whereas an administrative staff is more likely to list skills in "payroll," "personnel actions," "administrative functions," and "scheduling appointments. "
Administrative staff make a very good living in the professional industry with an average annual salary of $73,642. On the other hand, accounts payable/administrative assistants are paid the highest salary in the construction industry, with average annual pay of $45,929.administrative staff typically earn higher educational levels compared to accounts payable/administrative assistants. Specifically, they're 5.9% more likely to graduate with a Master's Degree, and 1.4% more likely to earn a Doctoral Degree.Accounts payable/administrative assistant vs. Administrative assistant/technical
An administrative assistant/technical is primarily responsible for performing clerical and support tasks in a company, ensuring efficiency and timeliness. They must produce progress reports, process documentation, receive communication letters, manage schedules, and even greet visitors. There are also instances when an administrative assistant/technical has to answer calls and correspondence, respond to inquiries, address issues and concerns, and resolve them promptly and professionally. Furthermore, it is essential to maintain records of all transactions, coordinate with different departments, and adhere to the company's policies and regulations.
Types of accounts payable/administrative assistant
Updated January 8, 2025
