Accounts Payable Specialist Interview Questions
Additionally, the interviewer may ask behavioral questions to assess the candidate's communication skills and ability to work in a team. They may also ask about the candidate's proficiency in Microsoft Office suite, including Excel, and their experience with accounting software, such as QuickBooks or Sage.
Overall, the interviewer will be looking for candidates with strong analytical skills, attention to detail, and the ability to work efficiently under deadlines. They will also be seeking individuals with excellent communication skills and the ability to work collaboratively with other departments in the organization.
Interviewer: Hello, thank you for coming in today. Can you tell me a little about your background and experience in accounts payable?
Candidate: Absolutely. I have over five years of experience in accounts payable, working for a variety of companies across industries. I have experience processing invoices, reconciling accounts, and handling vendor inquiries.
Interviewer: Can you discuss your experience with accounting software? Which systems are you familiar with?
Candidate: I have experience using a variety of accounting software, including Quickbooks, SAP, and Oracle. I am comfortable learning and adapting to new systems as needed.
Interviewer: How do you prioritize your workload when faced with multiple deadlines?
Candidate: I prioritize based on urgency and importance, making sure to communicate with my supervisor or vendor if I need more time to complete a task. I also make sure to keep a detailed record of my progress to ensure I'm on track to meet my goals.
Interviewer: Can you discuss your experience with 3-way matching?
Candidate: Yes, I have experience with 3-way matching, which involves matching invoices, purchase orders, and receiving documentation to ensure accuracy and prevent fraud.
Interviewer: Have you ever identified errors or discrepancies in invoices? If so, how did you handle the situation?
Candidate: Yes, I have identified errors in invoices in the past. I typically reach out to the vendor to request corrections and keep detailed notes for future reference.
Interviewer: Can you discuss your experience with payments and check runs?
Candidate: Yes, I have experience processing payments through a variety of methods, including check, wire transfer, and online payment systems. I have also managed check runs and made sure payments are processed on time.
Interviewer: How do you handle sensitive financial information and maintain confidentiality?
Candidate: I always remain mindful of protecting sensitive financial information and take appropriate precautions, such as storing documents securely and limiting access to those who need it.
Interviewer: How would you handle a vendor dispute or complaint?
Candidate: I would first listen to the vendor's complaint and gather any pertinent information. Then, I would work directly with the vendor to find a mutually agreeable solution, while also keeping my supervisor and relevant parties informed of the situation.
Interviewer: How do you ensure accuracy and avoid errors in your work?
Candidate: I double-check my work and take the time to review details carefully. I also make sure to ask questions and seek feedback when needed.
Interviewer: Can you discuss your experience with account reconciliations?
Candidate: Yes, I have experience reconciling accounts and ensuring accuracy in financial records.
Interviewer: How do you handle high volumes of invoices?
Candidate: I prioritize based on urgency and importance, using tools like automation and batching to streamline my work and ensure I can manage large volumes of invoices efficiently.
Interviewer: Can you discuss your experience with tax compliance and reporting?
Candidate: Yes, I have experience ensuring tax compliance and adhering to regulatory requirements for financial reporting.
Interviewer: How do you ensure effective communication and collaboration with team members?
Candidate: I make sure to stay in touch with relevant team members and communicate effectively, whether that involves emails, phone calls, or in-person meetings. I also make sure to prioritize a collaborative team environment.
Interviewer: How do you stay up to date with changes and trends in the accounting field?
Candidate: I read industry publications and attend relevant seminars and conferences to stay informed and up to date on trends and changes in the field.
Interviewer: Can you discuss your experience in audits?
Candidate: Yes, I have experience preparing materials for audits and working directly with auditors to ensure accuracy and completeness in financial records.
Scenario Questions
1. Scenario: A vendor calls and claims they have not been paid for their services, but the company has no record of the invoice. What steps would you take to resolve this issue?
Candidate Answer: First, I would ask the vendor for a copy of the invoice and verify it with our records. If we find that we mistakenly missed payment, I would ensure that payment is made as soon as possible. If we find that the invoice was never received, I would ask the vendor to resend it and work with them to ensure timely payment.
2. Scenario: A coworker submitted an expense report that seems unusually high. What steps would you take to investigate this report?
Candidate Answer: I would review the report and make sure all expenses are legitimate and supported by receipts. If there are any expenses that seem excessive or out of place, I would discuss with the coworker responsible to see if there are any explanations for the high costs. If needed, I would escalate the issue to a manager for further investigation.
3. Scenario: A payment that was processed has now bounced due to insufficient funds in the company's account. What steps would you take to rectify this situation?
Candidate Answer: First, I would notify the vendor that payment has bounced due to insufficient funds and apologize for any inconvenience. Then, I would work with the accounting department to ensure that funds are made available to cover the payment, and I would process a new payment to the vendor as soon as possible.
4. Scenario: A vendor has submitted an invoice with incorrect pricing. How would you handle this situation?
Candidate Answer: I would reach out to the vendor and explain the situation and let them know that the invoice contains incorrect pricing. I would ask them to re-submit the invoice with the correct pricing, and once we verify the accuracy, the payment process will begin.
5. Scenario: A payment for a vendor has been made, but they claim they have not received it. What steps would you take to investigate this matter?
Candidate Answer: I would start with the payment details and confirm if the payment was processed and sent to the correct address. If the payment was successfully processed, we would ask the vendor to provide information on the account it was deposited into so that we could trace it. If there was an error during the process and the payment was returned, a new payment would be issued promptly.