Accounts Payable Specialist

Cota; Toronto; Hybrid; CAD 30,000 - 39,000; Full time

Job summary

Cota is seeking an Accounts Payable Specialist to join Corporate Services on a temporary full-time basis through September 2027. The role focuses on accurate processing of vendor invoices, employee expenses, EFTs, and reconciliations in a hybrid on-site schedule (one day per week on site).

Ideal candidates will have a college diploma in business or accounting and at least two years of AP experience, preferably in not-for-profit settings, with strong Excel and Dynamics GP skills.

Qualifications

• Two years of accounts payable experience, preferably in not-for-profit.
• College diploma in business, accounting, or related field.
• Proficiency in Excel and accounting software is required.

Responsibilities

• Review, verify, code, and process vendor invoices with proper documentation.
• Process AP transactions per policy and approvals.
• Prepare EFTs, employee expense reimbursements, and other vendor payments.
• Investigate invoice discrepancies and vendor inquiries.
• Maintain vendor records and reconcile AP ledgers with the GL.
• Assist with month-end close and related schedules.
• Support audits and internal control improvements.

Skills

Excel proficiency

Dynamics GP

Attention to detail

Time management

Communication skills

Education

College Diploma in Business/Accounting/Finance

Tools

Microsoft Excel

Microsoft Dynamics GP

Job description

ACCOUNTS PAYABLE SPECIALIST

Corporate Services

One (1) Non-Unionized, Temporary Full-Time Position Until September 2027

Monday - Friday 9:00am - 5:00pm

Existing Vacancy

Compensation: $24.75/hour

About Cota

Cota is an accredited not-for-profit organization that has been providing community-based support to people living with mental health and cognitive challenges for over 50 years. At present, our wide array of services delivers much needed support to over 4,000 people/year who live with mental health challenges, psychogeriatric mental health conditions, acquired brain injuries, developmental disabilities, dual diagnoses and/or the experience of homelessness. These services include, but are not limited to, case management, supportive housing and adult day program services. A full listing of our services can be viewed on our website at https://cotainspires.ca/

Cota is presently seeking a dynamic and innovative individual to join our amazing team in the capacity of the role outlined within this posting. Followed by our mission to support individuals with mental health and cognitive challenges to live well within their communities, we strive toward a vision of a supportive, inclusive society where everyone has the opportunity to thrive. If you feel you have the skills and qualifications to perform the duties of this role while consistently exemplifying Cota’s values Hope, Respect, Dedication, Equity, Accountability, Collaboration and Innovation, we would love to hear from you.

Role Overview

We are seeking a dynamic, detail-oriented, and innovative professional who is committed to supporting excellence in financial operations and service delivery. The successful candidate will contribute to a recovery-oriented, client- and family-centered organization by ensuring the accurate, timely, and compliant processing of accounts payable transactions.

Working within a continuous quality improvement framework, the incumbent will actively identify opportunities to enhance processes, strengthen internal controls, improve service quality, and support positive organizational outcomes.

Client- and family-centered care is a guiding principle at Cota and is fundamental to improving decision-making, service quality, health outcomes, and the overall client experience. The successful candidate will demonstrate and integrate this principle into all aspects of their work.

Position Summary

The Accounts Payable Specialist is responsible for the administration and coordination of the organization's account’s payable function, ensuring all financial transactions are processed accurately, efficiently, and in accordance with organizational policies, internal controls, and applicable legislation.

Reporting to the Manager, Finance, the incumbent works collaboratively with internal stakeholders, vendors, and members of the Finance team to support the timely processing of invoices, employee expenses, vendor payments, reconciliations, and financial reporting activities. The Accounts Payable Specialist plays a critical role in maintaining the integrity of financial records and supporting Cota's commitment to accountability, transparency, and prudent stewardship of resources.

Primary Responsibilities

• Review, verify, code, and process vendor invoices, ensuring expenditures are appropriately authorized and supported by required documentation
• Process accounts payable transactions in accordance with established policies, procedures, and approval authorities
• Prepare and process electronic funds transfers (EFTs), employee expense reimbursements, and other vendor payments in a timely and accurate manner
• Investigate and resolve invoice discrepancies, payment issues, and vendor inquiries
• Maintain vendor records and ensure accurate and up-to-date information within the financial system
• Reconcile accounts payable subsidiary ledgers to the general ledger and prepare related journal entries
• Administer employee expense accounts and corporate credit card reconciliations
• Assist with month-end and year-end closing activities, including accruals, account reconciliations, and supporting schedules
• Support internal and external audit requirements by preparing documentation and responding to information requests
• Contribute to the continuous improvement of accounts payable processes, procedures, and internal controls
• Maintain complete, accurate, and organized financial records in accordance with organizational requirements
• Provide support to other Finance Department initiatives and projects as assigned

Other Responsibilities

• Adhere to all Cota policies, procedures, standards, and applicable legislation, including the Ontario Human Rights Code
• Maintain strict confidentiality of client, employee, vendor, and organizational information
• Demonstrate professionalism, accountability, and a commitment to Cota's mission, vision, and values
• Foster collaborative and respectful working relationships with colleagues, clients, vendors, community partners, and stakeholders
• Comply with organizational health and safety policies and procedures and take every reasonable precaution to ensure a safe workplace
• Participate in training, professional development, and quality improvement initiatives
• Perform other related duties as assigned

Qualifications

Education:

• Completion of a College Diploma in Business, Accounting, Finance, or a related field.

Experience

• A minimum of two (2) years of accounts payable experience, preferably within the not-for-profit sector.

Knowledge And Skills

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Proficiency in Microsoft Excel and Microsoft Dynamics GP (Great Plains).
• Excellent interpersonal, written, and verbal communication skills.
• Demonstrated ability to work effectively both independently and as part of a team.
• Sound judgment, discretion, and problem-solving skills.

Other

• The majority of working hours fall within regular business hours. Flexibility is required to ensure reports are generated in accordance with due dates.
• Hybrid working environment includes being on site one (1) day per week.

We are committed to fostering a workplace that reflects the diversity of the communities we serve. We recognize lived experience as a valuable form of knowledge and encourage applications from individuals with a wide range of experiences, identities, and perspectives - including those with lived experience of housing insecurity, mental health or substance use recovery, or engagement with community supports. Accommodations are available throughout the hiring process upon request.

Additional Information

Interview Process: Cota may choose to conduct parts/all of the hiring process virtually. Please note that as part of maintaining an agile workforce, all Cota staff may be required to be reasonably reassigned to support the operational needs of our essential services.

Screening Process: Please note that Cota uses AI to screen potential applicants for all roles.

We would like to thank all those that apply; however, due to high volumes of interest, only those selected for an interview will be contacted.

Thank you, Cota's HR Department.

Hope, Respect, Dedication, Equity, Accountability, Collaboration, and Innovation are key values of Cota. We are dedicated to promoting a diverse and inclusive workplace, upholding dignity, and acknowledging each person's individual contributions and potential as an equal-opportunity employer. We uphold the Ontario Human Right Code and strongly encourage applications from people of color, women, Indigenous Peoples, people with disabilities, LGBTQ2S+ people, and others who provide various viewpoints. Cota ensures an accessible hiring process in line with the AODA principles, providing accommodations for applicants with disabilities. For any accommodation requests, please contact [e-mail]