How to hire an accounts payable administrator

How to hire an accounts payable administrator, step by step

Here's a step-by-step accounts payable administrator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an accounts payable administrator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new accounts payable administrator
• Step 8: Go through the hiring process checklist

What does an accounts payable administrator do?

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1. Identify your hiring needs

   First, determine the employments status of the accounts payable administrator you need to hire. Certain accounts payable administrator roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   Hiring the perfect accounts payable administrator also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   This list presents accounts payable administrator salaries for various positions.

   Type of Accounts Payable Administrator	Description	Hourly rate
   Accounts Payable Administrator	Bookkeeping, accounting, and auditing clerks produce financial records for organizations. They record financial transactions, update statements, and check financial records for accuracy.	$15-25
   Bookkeeper	Bookkeepers are employees who are in charge of the company's general ledger. They are well-versed in basic accounting principles, and they apply these in their work... Show more	$14-25
   Charge Bookkeeper	A full charge bookkeeper's primary job is to manage and handle all the accounts of a small or medium-sized business. They are responsible for overseeing the accounting duties for a company, including billing customers, preparing bank statements and tax returns, and processing timesheets... Show more	$17-27

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Purchase Orders
   • Data Entry
   • Vendor Invoices
   • Expense Reports
   • Credit Card
   • Vendor Statements
   • Financial Reports
   • Reconciliations
   • Journal Entries
   • General Ledger Accounts
   • ACH
   • Accounts Payables
   • HR
   • Vendor Accounts

   Check all skills

   Responsibilities:

   • Manage payroll transactions utilizing ADP payroll software.
   • Maintain a cash flow chart of checks issue and clear, ACH payments, incoming collections, and wire transfers.
   • Solve complex general accounting functions, including preparation of journal entries, account analysis and balance sheet reconciliations.
   • Set up new vendors, maintain new supplier forms and proper W8 and W9 reporting.
   • Implement standard form to vendors to complete and return along with W9 and a sample invoice.
   • Review and record vendor bills utilizing QuickBooks.

   More accounts payable administrator duties

3. Make a budget

   Including a salary range in your accounts payable administrator job description helps attract top candidates to the position. An accounts payable administrator salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for an accounts payable administrator in Iowa may be lower than in New York, and an entry-level accounts payable administrator usually earns less than a senior-level accounts payable administrator. Additionally, an accounts payable administrator with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average accounts payable administrator salary

   $41,860yearly

   $20.13 hourly rate

   ---

   Entry-level accounts payable administrator salary

   $32,000 yearly salary

   Updated December 21, 2025

   Average accounts payable administrator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	New York	$54,791	$26
   2	Massachusetts	$50,199	$24
   3	California	$50,025	$24
   4	New Jersey	$49,400	$24
   5	Colorado	$44,166	$21
   6	Oregon	$43,606	$21
   7	Pennsylvania	$43,332	$21
   8	Virginia	$42,180	$20
   9	Illinois	$40,913	$20
   10	Montana	$40,848	$20
   11	Texas	$39,590	$19
   12	Ohio	$37,902	$18
   13	Georgia	$36,870	$18
   14	New Mexico	$36,762	$18
   15	Michigan	$36,596	$18
   16	Nevada	$36,364	$17
   17	North Carolina	$36,296	$17
   18	Iowa	$35,269	$17
   19	Missouri	$34,314	$17
   20	Florida	$34,083	$16

   Average accounts payable administrator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Ducommun	$58,583	$28.16	3
   2	ARA	$58,239	$28.00	6
   3	ITT	$56,792	$27.30	1
   4	Taylor Morrison	$55,162	$26.52
   5	SBA Communications	$54,911	$26.40	3
   6	Biamp	$54,423	$26.16
   7	Healthcare Services Group	$53,477	$25.71	2
   8	Woodruff Construction	$53,290	$25.62
   9	DecisionPoint	$53,231	$25.59	1
   10	Seiberlich Trane Energy Services	$52,838	$25.40
   11	Performance Contracting	$52,773	$25.37
   12	Waste Pro	$52,630	$25.30	5
   13	Flatiron Constructors Inc	$51,747	$24.88	3
   14	Victaulic	$51,703	$24.86	3
   15	RPM xConstruction	$51,503	$24.76
   16	Hunter	$50,632	$24.34
   17	University of California-Berkeley	$50,539	$24.30
   18	MicroAire Surgical Instruments	$50,471	$24.26
   19	Lennar	$50,298	$24.18	4
   20	New South Lumber Company Inc	$50,173	$24.12

4. Writing an accounts payable administrator job description

   An accounts payable administrator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of an accounts payable administrator job description:

   Accounts payable administrator job description example

   Looking for an opportunity where success comes naturally? Then you may have found your crew. We're looking for an Accounts Payable Administrator to join our team.
   Here's what you'd do:
   
   The Accounts Payable Administrator will ensure that invoices are processed and paid according to our Company policy and that any problems or questions relating to accounts payable are resolved.
   
   You'd be responsible for:
   Reviewing entered AP invoices for accuracy; correct vendor, remit address, invoice number and payment amount Organizing and entering AP invoices waiting to be paid Matching entered AP invoices to checks Maintaining positive relationships with company vendors and branches Other duties as assigned
   You might be a good fit if you have:
   Bachelor's degree or equivalent work experience Minimum of 2 years accounts payable or general bookkeeping experience Accounts payable processing skills Ability to influence and persuade, develop and maintain professional relationships Comfortable with change and ambiguity, acts as a change agent Demonstration of critical thinking and problem solving Ability to multitask, prioritize and work independently while maintaining strong attention to detail Highly motivated self-starter Exceptional written and verbal communication skills Strong computer skills including Word, PowerPoint, Outlook, and expert level proficiency in Excel
   And while not mandatory, it would be great if you also have:
   Knowledge of JD Edwards software a plus
   Here's what to know about working here:
   
   At BrightView, we're a tight-knit crew who are as passionate about caring for our clients as we are about each other. Though we're the nation's leading landscape company, we maintain a small company feel and supportive environment that makes our team members feel at home.
   
   If you're looking to join a crew of talented go-getters who tackle big vision projects other companies could only dream of, you might just have found your match. With our range of services, including landscape design, development, maintenance and enhancements, there's no limit to what we can do, and what you can achieve.
   
   In addition to industry-leading development opportunities, you'll also have benefits and perks like:
   Competitive salary Paid time off Medical, dental, and vision insurance
   Think you've found your crew?
   
   BrightView is an Equal Employment Opportunity and E-Verify Employer.

   Copy this example

   

5. Post your job

   There are a few common ways to find accounts payable administrators for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   To find accounts payable administrator candidates, you can consider the following options:

   • Post your job opening on Zippia or other job search websites.
   • Use niche websites that focus on engineering and technology jobs, such as efinancialcareers, financialjobsweb.com, careerbank, financial job bank.
   • Post your job on free job posting websites.

6. Interview candidates

   During your first interview to recruit accounts payable administrators, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new accounts payable administrator

   Once you have selected a candidate for the accounts payable administrator position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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