Accounts Payable Analyst

Staples Canada; Richmond Hill; Hybrid; CAD 52,000 - 78,000; Full time

Benefits offered by this job

Associate discount

Health and Dental benefits

RRSP/DPSP

Performance bonuses

Learning & Development programs

And more...

Job summary

Staples Canada is seeking an Accounts Payable Specialist to support vendor invoicing, expenses, and payments in a hybrid office setting. The role focuses on accuracy, compliance, and timely processing within established controls.

Responsibilities include invoice validation, T&E auditing, batch processing, and vendor statement reconciliations. The ideal candidate brings 2+ years in AP and proficiency with Oracle AP and related tools, with strong attention to detail and communication skills.

Qualifications

• Post-secondary education in Accounting, Finance or related field.
• 2+ years of accounts payable experience in high-volume environment.
• Experience with vendor statement reconciliations and discrepancy resolution.
• Proficiency with AP/finance systems (Oracle AP, AS400/JDA) and advanced Excel.
• Strong analytical and problem-solving skills to resolve variances.
• Attention to detail and ability to meet deadlines in a fast-paced setting.

Responsibilities

• Review and validate vendor invoices for accuracy, approvals, coding, and compliance.
• Audit employee expense claims (T&E) for compliance with policy and proper coding.
• Process AP transactions using established procedures, ensuring accuracy.
• Investigate and resolve exceptions and variances, including PO matching.
• Prepare journal entries related to AP activities and support close processes.
• Reconcile vendor statements and respond to AP inquiries in a timely manner.

Skills

Analytical thinking

Problem solving

Attention to detail

Communication

High-volume AP experience

Excel (advanced)

Education

Accounting/Finance education

CPA pathway asset

Tools

Oracle AP

AS400/JDA

Workflow imaging tools

Job description

Job Description

This position supports the accounts payable function by processing vendor invoices, PO variances and employee expense reimbursements to ensure accurate, complete, and timely payments in accordance with established procedures, policies, and internal controls.

Invoice, Expense & Payment Processing (Trade & Expense)

• Review and validate vendor invoices for accuracy, approvals, coding, and compliance.
• Audit employee expense claims (T&E) for compliance with Staples T&E Policy, ensuring required documentation and proper coding, including taxes and gratuity.
• Process AP transactions (payment requisitions, Excel uploads, DR/CR Forms) using established procedures, ensuring completeness and accuracy.
• Investigate and resolve exceptions and variances, including PO matching/receiving/RTV discrepancies, coordinating with internal teams as needed.
• Complete batch review and maintain AP records by uploading/filing documentation in accordance with retention and imaging requirements.
• Prepare vendor reports to support wire payment processing, as applicable.
• Prepare cheques for distribution in accordance with established controls and exception handling requests.

Accounting Support, Reporting & Period Close

• Prepare journal entries related to accounts payable activities and support month‑end/year‑end close activities, including adherence to invoice submission schedules and discrepancy investigation, in accordance with established procedures.
• Analyze tax‑related discrepancies and prepare adjusting entries for review and approval prior to processing.

Vendor Reconciliation, Inquiries & Issue Resolution

• Reconcile assigned vendor statements, identify discrepancies, and coordinate resolution with vendors and internal stakeholders.
• Respond to AP inquiries from vendors, employees, and internal customers in accordance with corporate guidelines, following up on outstanding items to ensure timely resolution.
• Provide guidance to internal customers on AP documentation requirements and processes to support accurate and timely vendor payment.

Physical Demands / Working Conditions

• Office environment – Hybrid

Qualifications

• Post‑secondary education in Accounting, Finance, or a related field, or equivalent combination of education and experience.
• Accounting courses/designation progress (e.g., CPA pathway) is an asset.
• 2+ years of accounts payable experience in a high‑volume environment.
• Experience with vendor statement reconciliations and discrepancy resolution.
• Experience with accounts payable processes and controls, including invoice processing, PO matching (2‑way/3‑way), receiving/RTV, employee expense (T&E) auditing, and vendor statement reconciliation.
• Proficiency with AP/finance systems (e.g., Oracle AP, AS400/JDA, workflow and imaging tools) and Microsoft Office (advanced Excel preferred).
• Strong analytical and problem‑solving skills to investigate variances/discrepancies, resolve issues through appropriate follow‑up and documentation, and escalation of complex items when required.
• Basic understanding of general ledger concepts and journal entries; ability to prepare entries in accordance with established procedures and controls.
• Strong attention to detail, organization, and communication skills to manage deadlines in a high‑volume environment and interact effectively with internal customers and vendors.

Benefits

• Associate discount
• Health and Dental benefits
• RRSP/DPSP
• Performance bonuses
• Learning & Development programs
• And more...

About Us

We value transparency in our hiring processes. Please note, artificial intelligence may be used in certain stages to screen, assess, or select applicants, however, a human reviewer makes all final decisions. This posting is for an existing vacancy.