Accounts Payable Coordinator

CHOICES Association; Eastern Ontario; On-site; CAD 61,000 - 75,000; Full time

Job summary

Choices Association is seeking an Accounts Payable Coordinator to support timely accounts payable and payroll processes within the Finance Department. The role requires attention to detail, accuracy in coding invoices, and collaboration with managers, vendors, and the Finance Team.

The position is a Full-Time 12 Month Contract reporting to the Finance Director, with a starting salary of CA$68,016 per year. Occasional travel to program locations may be required.

Qualifications

• Post-secondary education in accounting, bookkeeping, business administration, finance, or a related field.
• Experience with accounting principles including journal entries and reconciliations.
• Strong computer skills with Microsoft Word, Excel, Outlook, and accounting software.

Responsibilities

• Receive, code, and enter invoices into the accounting system.
• Verify invoices, taxes, and supporting documentation for accuracy.
• Follow up with managers for invoice reviews and approvals.
• Process payments and maintain AP records.
• Prepare biweekly payroll and maintain payroll documentation.
• Assist with financial reporting and audit support.

Skills

Detail oriented

Strong communication

Multitasking

Education

Post-secondary accounting/finance

Tools

QuickBooks

Excel

Outlook

Word

Job description

Accounts Payable Coordinator 12 Month Contract

Full-Time 12 Month Contract

Starting Salary: $68,016.00 per year

Reports to: Finance Director

About the Role

Choices Association is seeking a detail-oriented and organized Accounts Payable Coordinator to join our Finance Department. The Accounts Payable Coordinator is responsible for supporting accurate and timely accounts payable and payroll processes, maintaining financial records, preparing payments, supporting reporting and audit requirements, and working closely with managers, vendors, and the Finance Team.

This is a Full-Time 12 Month Contract position reporting to the Finance Director.

Key Responsibilities

• Receive, organize, code, and enter invoices into the accounting system.
• Verify invoices, receipts, pricing, applicable taxes, and supporting documentation for accuracy.
• Follow up with managers regarding invoice review and approval.
• Communicate with vendors regarding missing invoices, discrepancies, and account inquiries.
• Ensure appropriate authorization is obtained before payment.
• Schedule payments and prepare weekly payment batches.
• Maintain accurate electronic and paper accounts payable records.
• Process and track third-party invoices as required.

Payroll Support

• Prepare biweekly payroll as required.
• Review payroll information for completeness and accuracy.
• Obtain required manager approvals.
• Process payroll in accordance with established procedures and deadlines.
• Process statutory holiday pay and other payroll adjustments as required.
• Maintain appropriate payroll documentation and confidentiality.
• Provide backup payroll support to the Finance Director and Finance Department as needed.

Financial Reporting and Administration

• Review the Aged Accounts Payable Report monthly and identify concerns for the Finance Director.
• Prepare prepaid, accrual, and other journal entries as assigned.
• Assist with expense analysis and financial reporting.
• Provide supporting documentation to auditors as requested.
• Support the Finance Director and Finance Team with reporting and accounting system requirements.

Minor Capital and Vehicle Expenditures

• Code and process minor capital invoices to the appropriate expense and department.
• Maintain minor capital expenditure tracking and supporting documentation.
• Track project expenditures and confirm appropriate documentation and approvals are received before payment.
• Support required minor capital reporting.
• Enter and track vehicle fuel, repair, insurance, and registration expenditures.
• Maintain vehicle expenditure spreadsheets and related reports.

Qualifications

• Post-secondary education in accounting, bookkeeping, business administration, finance, or a related field, combined with relevant accounts payable or accounting experience.
• Working knowledge of accounting principles, including journal entries and account reconciliations.
• Strong computer skills, including Microsoft Word, Excel, Outlook, and accounting software.
• Strong attention to detail and a high level of accuracy.
• Strong written and verbal communication skills.
• Ability to work effectively with employees, managers, vendors, and other stakeholders.
• Ability to manage multiple priorities and meet established deadlines.
• Ability to maintain confidentiality when working with payroll and financial information.

Assets

• Minimum two years of experience in the not-for-profit sector.
• Experience using QuickBooks.
• Knowledge of audit and financial reporting processes.
• Experience participating in an audit.
• Experience supporting or processing payroll.
• Evidence of ongoing education or professional development.
• Bilingualism in both official languages would be considered an asset.

Additional Information

The successful candidate will be expected to perform their duties in accordance with Choices Association policies, procedures, financial controls, and applicable legislative requirements. Occasional travel to Choices Association program locations or off-site meetings may be required. Choices Association is committed to creating an inclusive workplace and welcomes applications from qualified candidates from diverse backgrounds.