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Become An Accounts Payable Administrator

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Working As An Accounts Payable Administrator

  • Getting Information
  • Interacting With Computers
  • Processing Information
  • Documenting/Recording Information
  • Organizing, Planning, and Prioritizing Work
  • Mostly Sitting

  • Repetitive

  • $37,250

    Average Salary

What Does An Accounts Payable Administrator Do

Bookkeeping, accounting, and auditing clerks produce financial records for organizations. They record financial transactions, update statements, and check financial records for accuracy.

Duties

Bookkeeping, accounting, and auditing clerks typically do the following:

  • Use bookkeeping software, online spreadsheets, and databases
  • Enter (post) financial transactions into the appropriate computer software
  • Receive and record cash, checks, and vouchers
  • Put costs (debits) and income (credits) into the software, assigning each to an appropriate account
  • Produce reports, such as balance sheets (costs compared with income), income statements, and totals by account
  • Check for accuracy in figures, postings, and reports
  • Reconcile or note and report any differences they find in the records

The records that bookkeeping, accounting, and auditing clerks work with include expenditures (money spent), receipts (money that comes in), accounts payable (bills to be paid), accounts receivable (invoices, or what other people owe the organization), and profit and loss (a report that shows the organization’s financial health).

Workers in this occupation have a wide range of tasks. Some are full-charge bookkeeping clerks who maintain an entire organization’s books. Others are accounting clerks who handle specific tasks.

These clerks use basic mathematics (adding, subtracting) throughout the day.

Bookkeeping, accounting, and auditing clerks use specialized computer accounting software, spreadsheets, and databases to enter information from receipts or bills. They must be comfortable using computers to record and calculate data.

The widespread use of computers also has enabled bookkeeping, accounting, and auditing clerks to take on additional responsibilities, such as payroll, billing, purchasing (buying), and keeping track of overdue bills. Many of these functions require clerks to communicate with clients.

Bookkeeping clerks, also known as bookkeepers, often are responsible for some or all of an organization’s accounts, known as the general ledger. They record all transactions and post debits (costs) and credits (income).

They also produce financial statements and other reports for supervisors and managers. Bookkeepers prepare bank deposits by compiling data from cashiers, verifying receipts, and sending cash, checks, or other forms of payment to the bank.

In addition, they may handle payroll, make purchases, prepare invoices, and keep track of overdue accounts.

Accounting clerks typically work for larger companies and have more specialized tasks. Their titles, such as accounts payable clerk or accounts receivable clerk, often reflect the type of accounting they do.

The responsibilities of accounting clerks frequently vary by level of experience. Entry-level accounting clerks may post details of transactions (including date, type, and amount), add up accounts, and determine interest charges. They also may monitor loans and accounts to ensure that payments are up to date.

More advanced accounting clerks may add and balance billing vouchers, ensure that account data are complete and accurate, and code documents according to an organization’s procedures.

Auditing clerks check figures, postings, and documents to ensure that they are mathematically accurate and properly coded. They also correct or note errors for accountants or other workers to fix.

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How To Become An Accounts Payable Administrator

Most bookkeeping, accounting, and auditing clerks need some postsecondary education and also learn some of their skills on the job. They must have basic math and computer skills, including knowledge of spreadsheets and bookkeeping software.

Education

Employers generally require bookkeeping, accounting, and auditing clerks to have some postsecondary education, particularly coursework in accounting. However, some candidates can be hired with just a high school diploma.

Training

Bookkeeping, accounting, and auditing clerks usually get on-the-job training. Under the guidance of a supervisor or another experienced employee, new clerks learn how to do their tasks, including double-entry bookkeeping. In double-entry bookkeeping, each transaction is entered twice, once as a debit (cost) and once as a credit (income), to ensure that all accounts are balanced.

Some formal classroom training also may be necessary, such as training in specialized computer software. This on-the-job training typically takes around 6 months.

Licenses, Certifications, and Registrations

Some bookkeeping, accounting, and auditing clerks become certified. For those who do not have postsecondary education, certification is a particularly useful way to gain expertise in the field. The Certified Bookkeeper (CB) designation, awarded by the American Institute of Professional Bookkeepers, shows that those who have earned it have the skills and knowledge needed to carry out all bookkeeping tasks, including overseeing payroll and balancing accounts, according to accepted accounting procedures.

For certification, candidates must have at least 2 years of full-time bookkeeping experience or equivalent part-time work, pass a four-part exam, and adhere to a code of ethics.

The National Association of Certified Public Bookkeepers also offers certification. The Uniform Bookkeeper Certification Examination is an online test with 50 multiple-choice questions. Test takers must answer 75 percent of the questions correctly to pass the exam.

Advancement

With appropriate experience and education, some bookkeeping, accounting, and auditing clerks may become accountants or auditors.

Important Qualities

Computer skills. Bookkeeping, accounting, and auditing clerks need to be comfortable using computer spreadsheets and bookkeeping software.

Detail oriented. These clerks are responsible for producing accurate financial records. They must pay attention to detail in order to avoid making errors and recognize errors that others have made.

Integrity. Bookkeeping, accounting, and auditing clerks have control of an organization’s financial documentation, which they must use properly and keep confidential. It is vital that they keep records transparent and guard against misappropriating an organization’s funds.

Math skills. Bookkeeping, accounting, and auditing clerks deal with numbers daily and should be comfortable with basic arithmetic.

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Accounts Payable Administrator jobs

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Accounts Payable Administrator Career Paths

Accounts Payable Administrator
Accounting Manager Finance Manager General Manager
Account Manager
5 Yearsyrs
Accounting Administrator Bookkeeper Accounts Payable Clerk
Account Payables Analyst
6 Yearsyrs
Finance Analyst Accounting Manager
Accounting Director
11 Yearsyrs
Staff Accountant Accounting Supervisor
Accounting Manager
7 Yearsyrs
Accounting Administrator Accountant Controller
Accounting Officer
7 Yearsyrs
Account Payables Analyst Accountant Staff Accountant
Accounts Receivable Manager
6 Yearsyrs
Finance Analyst Controller General Manager
Business Manager
7 Yearsyrs
Payroll Specialist Payroll Administrator Human Resources Coordinator
Business Office Manager
8 Yearsyrs
Accounting Manager Controller General Manager
Chief Executive Officer
8 Yearsyrs
Human Resources Manager Registered Nurse Unit Manager
Collections Manager
5 Yearsyrs
Account Payables Analyst Accounts Receivable Analyst Accounts Receivable Supervisor
Credit Manager
5 Yearsyrs
Staff Accountant Finance Analyst Senior Finance Analyst
Finance Manager
7 Yearsyrs
Payroll Administrator Human Resources Manager Program Manager
General Manager
7 Yearsyrs
Payroll Administrator Human Resources Coordinator
Human Resources Manager
7 Yearsyrs
Accountant Finance Manager Sales Manager
Office Manager
5 Yearsyrs
Human Resources Coordinator Specialist Account Manager
Operations Manager
7 Yearsyrs
Payroll Specialist Payroll Supervisor
Payroll Manager
7 Yearsyrs
Human Resources Manager Director Of Human Resources Payroll Specialist
Payroll/Human Resource Manager
7 Yearsyrs
Human Resources Coordinator Project Manager Program Manager
Senior Manager
10 Yearsyrs
Accountant Finance Analyst Assistant Vice President
Vice President And Manager
10 Yearsyrs
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Average Length of Employment
Bookkeeper 3.6 years
Accounting Clerk 3.2 years
Accounting Staff 2.9 years
Finance Clerk 2.6 years
Top Employers Before
Bookkeeper 3.6%
Accountant 3.2%
Top Employers After
Accountant 5.1%
Bookkeeper 3.6%

Accounts Payable Administrator Demographics

Gender

Female

86.0%

Male

12.2%

Unknown

1.8%
Ethnicity

White

78.4%

Hispanic or Latino

12.3%

Asian

6.9%

Unknown

1.8%

Black or African American

0.5%
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Languages Spoken

Spanish

58.1%

Chinese

4.3%

Russian

4.3%

Mandarin

4.3%

Portuguese

3.2%

Carrier

3.2%

Italian

3.2%

Vietnamese

2.2%

German

2.2%

Cantonese

2.2%

French

2.2%

Korean

2.2%

Cherokee

1.1%

Tagalog

1.1%

Fuzhou

1.1%

Ukrainian

1.1%

Latvian

1.1%

Polish

1.1%

Thai

1.1%

Kazakh

1.1%
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Accounts Payable Administrator Education

Schools

University of Phoenix

32.4%

Strayer University

6.1%

Southern New Hampshire University

5.6%

Ashford University

4.7%

Montgomery College

4.7%

Kaplan University

4.2%

Montgomery County Community College

3.8%

University of Houston

3.8%

Pennsylvania State University

3.3%

Baker College

3.3%

Northern Virginia Community College

3.3%

Houston Community College

2.8%

American InterContinental University

2.8%

Athens State University

2.8%

Palomar College

2.8%

Portland Community College

2.8%

Dakota County Technical College

2.8%

Capella University

2.8%

Community College of Rhode Island

2.8%

University of South Florida

2.3%
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Majors

Accounting

35.8%

Business

32.7%

Finance

4.4%

Management

3.2%

Psychology

2.2%

General Studies

2.1%

Human Resources Management

2.0%

Education

1.8%

Liberal Arts

1.8%

Health Care Administration

1.8%

Computer Science

1.5%

General Education, Specific Areas

1.5%

English

1.4%

Criminal Justice

1.4%

Legal Support Services

1.3%

Computer Information Systems

1.2%

Communication

1.1%

Political Science

1.0%

Sociology

1.0%

Marketing

1.0%
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Degrees

Bachelors

32.9%

Other

30.8%

Associate

18.6%

Masters

10.5%

Certificate

5.0%

Diploma

1.7%

License

0.3%

Doctorate

0.1%
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Real Accounts Payable Administrator Salaries

Job Title Company Location Start Date Salary
Accounts Payable Administrator Judlau Contracting Inc. NY Aug 16, 2016 $55,370
Accounts Payable Administrator Judlau Contracting Inc. NY Aug 23, 2016 $55,370
Admin-Accounts Payable Verizon Services Organization Folsom, CA Jan 02, 2010 $36,587
Accounts Payable Administrator New South Associates, Inc. Stone Mountain, GA Oct 01, 2011 $30,160

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Top Skills for An Accounts Payable Administrator

VendorInvoicesWeeklyPayrollPurchaseOrdersExpenseReportsWeeklyCheckRunsAccountsPayablesGeneralLedgerAccountsFinancialStatementsCreditCardDataEntryJournalEntriesAuditCustomerServiceVendorStatementsACHADPInvoiceProcessingAccountReconciliationsQuickbooksVendorAccounts

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Top Accounts Payable Administrator Skills

  1. Vendor Invoices
  2. Weekly Payroll
  3. Purchase Orders
You can check out examples of real life uses of top skills on resumes here:
  • Coordinate approval processes of all vendor invoices.
  • Processed biweekly payroll for 150 employees (Great Plains).
  • Matched all invoices with purchase orders and packing slips, coded and entered into the system.
  • Processed and batched vendor and subcontractor invoices, and employee expense reports;.
  • Processed 2 weekly check runs and an EFT run.

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