Accounts Payable Clerk

United-Counties-of-Leeds-and-Grenvill; Brockville; On-site; CAD 41,000 - 49,000; Full time

Job summary

The United Counties of Leeds and Grenville in Brockville, Ontario is seeking a Permanent Full-Time Accounts Payable Clerk to manage high-volume invoice processing, payments, and vendor inquiries. The role reports to the Manager of Accounting/ Deputy Treasurer and requires accuracy and strong organizational skills.

Minimum two years in finance, a community college accounting diploma, and proficiency with MS Office; Great Plains/Work Tech assets are a plus.

Qualifications

• Proficient in Microsoft Office; Great Plains and Work Tech experience is a plus.
• Two years of finance or bookkeeping experience.
• Strong written and verbal communication; organized and detail oriented.

Responsibilities

• Process high-volume cheque and EFT payment batches promptly.
• Receive, code and verify invoices; route for approval.
• Maintain vendor data and respond to payment inquiries.
• Prepare monthly preauthorized payments and reconciliations.
• Deposit cheques and deliver bank deposits weekly.
• Support year-end working papers and internal audits as required.

Skills

Interpersonal communication

Time management

Attention to detail

Reliability

Education

Community College Diploma in Accounting

Tools

Microsoft Dynamics Great Plains

Work Tech

Job description

THE UNITED COUNTIES OF LEEDS AND GRENVILLE

Corporate Services Invites applications for the position of:

Status: Permanent Full-Time

Shifts: Days, 35 hours a week

2024 Salary: $29.85 to $35.39

Location: Brockville, Ontario

Position Summary

Reporting to the Manager of Accounting/Deputy Treasurer, the Accounts Payable Clerk will perform the day-to-day general accounting duties as it relates to the accounts payable functions for the United Counties of Leeds and Grenville. The Accounts Payable Clerk follows the company policies and procedures as it relates to the Accounts Payable function ensuring coding, verification and approval is obtained for each invoice. This position is responsible for processing both cheque and Electronic Funds Transfer batches of a high volume and of significant financial value in a timely manner. The Accounts Payable Clerk also provides assistance to our vendors and company personnel responding to their inquiries in a timely manner.

Qualifications

Education, Certification & Licenses

• Community College Diploma in accounting, or related field.

Experience

• Minimum two (2) years experience in finance or bookkeeping.
• Experience working in a Municipal setting would be considered an asset.

Knowledge, Skills, Abilities & Competencies

• Proficient in Microsoft Office Suite (Word, Excel and Outlook). Microsoft Dynamics Great Plains and Work Tech experience would be considered an asset
• Excellent interpersonal and communication skills; both written and verbal
• Proven organizational and time management skills with the ability to meet specific deadlines
• Proven ability to consistently maintain high quality standards
• Meticulous attention to detail and a strong degree of accuracy/reliability

Summary of Position Responsibilities

• Receive all invoices/credit notes via e-mail or directly through postal mail to sort for payment, determine which department the invoices belong to and code with appropriate G/L string where warranted
• Maintain and update spreadsheets for G/L splits across different departments to determine the cost share allocation prior to invoice payment
• Match packing slips and purchase orders when applicable
• Promptly distributed all invoices to supervisors, managers, directors, or CAO for approval based on the Counties approved signing authorities
• Review all approved invoices for proper approval and enter batches into the financial system(s) for payment in accordance with established policies and procedures
• Maintain an accurate filing system and ensure all invoices and payment documentation are filed in a timely manner
• Process weekly meal allowance reimbursement payments for Paramedic Service employees
• Prepare and reconcile monthly preauthorized payments for all locations
• Process both weekly and ad hoc EFT and cheque batches in accordance with established policies and procedures
• Process bank approvals/confirmations and file for record keeping.
• Process payment batches in Great Plains for CSS
• Deposit cheques weekly
• Deliver Bank deposits
• Collect and match all fuel receipts for all public works vehicles
• Maintenance of /update to vendor information in UCLG systems.
• Answer both phone calls and e-mails from vendors to respond to payment inquiries such as timing of payments, payment discrepancies, disputed invoices or other general questions
• New Vendor set up: requests come from various departments for new vendor set up and employee meal allowance or mileage claims that require set up.
• Ensure any new EFT information is verbally verified prior to making any changes in the Counties financial system and receive secondary approval when setting up EFT information to reduce the risk of fraud
• Execute a prenote report in the financial system and have this reviewed and approved before the Accounts Payable Clerk does a final review of the documentation and files it electronically
• Enter Station Supply Requests to update inventory for Paramedics Services in Great Plains
• Pull invoices and/or research payments to assist departmental inquiries
• Prepare and maintain accounting records and entry of data into the computer system
• Monitor postage machine for sufficient postage
• Provide back-up support and/or assistance for other Accounting Services team members
• Provide administrative support in the form of filing, typing of correspondent and reposts, and preparation of spreadsheets
• Assist with the preparation of year-end working papers for year-end audit and assists with internal auditing as required
• Keep apprised of and adhere to Counties’ policies and procedures regarding travel, cleaning, rental and lease contracts, and maintains an accurate filing system of back-up documentation
• Transfer current year invoicing for records retention and prepare folders for next year at end of year

Legislative Requirements

Perform responsibilities of position within legislative and regulatory standards set out in applicable Federal and Provincial Legislation; Municipal Acts, By-Laws and Operational and Human Resource policies/codes of the United Counties of Leeds and Grenville.

• Ensure a high level of respect for confidentiality for both the organization as a whole and staff as per the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
• Protect health and safety of self and others via safe work practices, immediately reporting unsafe conditions and attending all relevant in-services regarding occupational health and safety. Follow all guidelines for employees/employers as legislated under the Ontario Health and Safety Act.
• Adhere to applicable legislation, including Employment Standards Act, Labour Relations Act, Ontario Human Rights Code, Occupational Health and Safety Act, Workplace Safety and Insurance Act, Personal Health Information Protection Act, and other applicable Human Resources legislation.
• As set out in the United Counties of Leeds and Grenville’s Emergency Plan, perform duties upon the declaration of an emergency.

Financial & Budget Responsibilities

For payments greater than $25,000, ensure proper approval in place prior to payment (i.e. non-standard procurement memo, procurement memo or Council approval).

Physical Skills

Position requires considerable visual and auditory attention with attention to detail. Regular use of office equipment with some coordination and speed required where work operations are not constant and there is choice of workflow.

Working Conditions

• Mostly inside work, working in an office environment.
• Hours of work per week: 35 hours.
• Work involves frequent interruptions to respond to demands.
• Work outside of normal business hours to meet organizational needs as required (minimal).
• Infrequent overnight trips for training.

The foregoing Job Description reflects the general duties necessary to describe the principal functions of the job identified, and shall not be construed to be all of the work requirements that may be inherent in this classification.

Applicant information is collected under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and will only be used for candidate selection.

The United Counties of Leeds and Grenville is committed to providing a recruitment and selection process that is both inclusive and free from barriers. Accommodations for job applicants with disabilities are available upon request, and will be provided in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.