Prepare for your Accounts Payable Assistant interview. Understand the required skills and qualifications, anticipate the questions you may be asked, and study well-prepared answers using our sample responses.
Accounts payable assistants often need to work with a high volume of documents. Employers ask this question to make sure you have the organizational skills and attention to detail needed to manage a large workload. In your answer, explain how you plan to manage a high volume of invoices and other documents. Share some strategies you use to stay organized and on track with your work.
Answer Example: "I am comfortable working with a high volume of invoices, purchase orders and other accounting documents. I have experience working as an Accounts Payable Clerk where I was responsible for processing invoices and payments in a timely manner. I developed a system where I would sort through all of the documents and organize them by vendor name, invoice number, and date received. This allowed me to quickly locate any invoice or PO for processing."
This question is your opportunity to show the interviewer that you have the skills necessary to succeed in this role. You can answer this question by listing some of the most important skills and explaining why they are vital to an accounts payable assistant’s job.
Answer Example: "The two most important skills for an accounts payable assistant are excellent communication and organizational skills. An accounts payable assistant needs to be able to communicate clearly with other members of their team, as well as with vendors and suppliers. They also need to be organized in order to ensure they are able to process invoices in a timely manner."
This question can help the interviewer understand your knowledge of the company’s accounting processes. Use examples from your previous experience to explain how these departments work together and what responsibilities each department has.
Answer Example: "Accounts payable and accounts receivable work closely together because they both deal with money. Accounts receivable collects money from customers, and accounts payable pays out money to vendors. I have seen companies where one person handles both roles, but I think it’s best to have two separate people so there’s no confusion about who is responsible for what. For example, if a customer calls asking about their invoice, the accounts receivable representative should be able to answer their questions without having to consult someone else."
This question can help the interviewer determine your knowledge of accounting terms and processes. Use examples from your experience to explain the difference between these two documents, and how you use them in your work.
Answer Example: "A purchase order is a document that allows an organization to order goods or services from a vendor. It includes information about the item being purchased, the quantity ordered and the price. It also includes the payment terms, such as when the payment is due and any discounts offered. In contrast, an invoice is a document that details the items purchased and their prices. It also includes information about the payment due date and method."
This question can help the interviewer understand how you handle customer service situations and whether you have experience doing so. Use examples from previous jobs to describe a time when you helped a customer resolve a billing error or other issue with their account, and highlight your problem-solving skills and ability to provide excellent customer service.
Answer Example: "At my last job, I had a customer who was unhappy about receiving an unexpected charge on their credit card statement. They called our office to ask about it, and I was able to look up their account information and find out that the charge was actually for a product they had ordered several months earlier. The customer didn’t remember ordering the product, so I researched our records to find out why the charge was on their statement. I discovered that the customer had ordered the product but hadn’t provided their shipping information at the time, so we hadn’t sent it out. I explained this to the customer and assured them that we would send out the product immediately."
This question is a great way to see how you think critically and what your values are. It also shows the interviewer that you are willing to challenge the status quo and improve the accounting field. When answering this question, it’s important to be honest about what you would change and why.
Answer Example: "I would change the way that companies handle their financial records. I think it would be beneficial if all companies had an electronic system for storing financial data. This would make it easier for companies to access their information when they need it and reduce the amount of paper used in the office."
This question can help the interviewer determine how you would interact with your coworkers and whether you have a helpful attitude. Your answer should show that you are willing to help others, but also that you are confident in your own work.
Answer Example: "I would first ask my coworker if they made the mistake or if they knew who did. If they didn’t know, I would check all of my own work to make sure it was correct before reporting the error to my supervisor. I value accuracy in my work, so I would rather take the time to make sure everything is right than rush through something and risk making an even bigger mistake."
The interviewer may ask this question to assess your comfort level with accounting software. They want to know that you have experience working with their company’s specific accounting software, but they also want to see that you are willing to learn new programs if necessary. In your answer, explain that you are willing to learn new programs and have worked with several different types of accounting software in the past.
Answer Example: "I am comfortable working with a wide range of accounting software. I have experience using both manual and automated systems, including QuickBooks, Microsoft Dynamics, and SAP. I am also familiar with accounting software for small businesses like FreshBooks and Xero."
Employers ask this question to learn more about your experience and how it relates to their role. Before your interview, make a list of all of your relevant qualifications. Focus on skills and experiences that relate to the job description.
Answer Example: "I have several years of experience working as an accounts payable assistant. In my current role, I process payments, enter data into the system and ensure that all paperwork is filed correctly. I also have excellent communication skills, which allow me to work effectively with other employees. My attention to detail helps me ensure that all payments are accurate and timely."
Employers ask this question to learn more about your work ethic and how you approach your job. They want to know that you are a hard worker who is willing to put in the time and effort needed to succeed in their company. When answering, think of a time when you worked extra hours or completed a project ahead of schedule.
Answer Example: "I have always been someone who puts in 100% effort into everything I do. I believe that if you give something your all, you will always get back more than you give. In my previous position, I was responsible for entering all of the company’s invoices into the accounting software. One week, we received twice as many invoices as usual. Instead of complaining about the extra work, I stayed late every night until all the invoices were entered."
This question can help the interviewer understand your experience with accounting processes and procedures. Use examples from previous work experiences to highlight your skills and abilities in this area.
Answer Example: "In my last role as an accounts payable assistant, I was responsible for creating invoices and billing customers for their purchases. I would use the company’s software to create the invoices and then send them out via email. I also tracked when customers paid their bills so that I could keep track of our revenue."
This question is a great way for employers to learn about your experience level with accounting software. If you have previous experience using these programs, share what type of software you used and how long you worked with it. If you don’t have any experience using these programs, explain that you are willing to learn new systems.
Answer Example: "I have worked with several different accounting software programs throughout my career. I am most familiar with QuickBooks, which is the program used in this industry. I have been using QuickBooks for five years now and am confident in my ability to use it efficiently."
This question can help the interviewer determine if you have the skills necessary to succeed in this role. Use your answer to highlight some of the most important skills for an accounts payable assistant and explain how you use them in your daily work.
Answer Example: "The two most important skills for an accounts payable assistant are organization and attention to detail. An AP assistant needs to be able to organize all of their paperwork and records in a way that makes it easy to find when needed. They also need to be detail-oriented, as they will be entering information into the system and making sure it’s accurate."
