Clerk - Accounts Payable

Canadian Chamber of Commerce; Victoria; Hybrid; CAD 42,000 - 52,000; Full time

Job summary

The City of Victoria is seeking an Accounts Payable Clerk to perform clerical and accounting functions related to accounts payable, under a hybrid work arrangement aligned with the City’s policy.

Key duties include processing invoices, resolving discrepancies, processing payments, and preparing reports for financial analysis. The role requires at least a high school diploma and 1 year related experience, with CGA/CMA/CA equivalent preferred.

Qualifications

• High school graduation.
• First level CGA program or CMA/CA equivalent (1 year).
• 1 year of related experience or an equivalent combination of education and experience.

Responsibilities

• Process accounts payable invoices and verify with POs, requisitions, and packing slips; process employee expense claims; process cheque requisitions; verify compliance with purchasing and accounts payable policies; reconcile hold-backs, discounts, travel advances, taxes, rebates and credits.
• Resolve discrepancies with buyers, City departments and vendors; provide invoice information and summaries; liaise on contract extensions or tenders; prepare financial reports and reconciliations.
• Prioritize and process invoices and credit notes for payment; obtain pre-approvals for services and leases; maintain vendor records; process weekly payments; remit sales and carbon taxes.
• Perform related duties and maintain appropriate records; respond to enquiries about the purchasing card program and payment processes.

Skills

Organize & prioritize

City software familiarity

Calculator proficiency

Invoice processing

Record keeping

Guidance to departments

Relationship management

Public interaction

Education

High school graduation

CGA/CMA/CA equivalent (1 year)

Tools

City software

Job description

The successful candidate for this posting may be eligible for participation in a hybrid, work from home arrangement in alignment with the City’s Work from Home Policy. Such arrangements are determined with each employee and subject to change based on operational needs and policy direction.

FLEX

The successful candidate for this vacancy would participate in a modified work week, earning a flex day off each bi-weekly period by working additional time each day. Modified work weeks established in accordance with the CUPE Local 50 Collective Agreement and are subject to change.

POSITION FUNCTION

Perform clerical and accounting functions related to accounts payable.

KEY DUTIES

• Process accounts payable invoices for payment by matching and verifying with purchase orders, requisitions and packing slips; process employee expense claims; process cheque requisitions; verify for compliance with purchasing and accounts payable policies; calculate, maintain and reconcile standard contract hold-backs, discounts, travel advances, sales tax, rebates and credits; check and verify vendors’ monthly summary statements.
• Resolve account, authorization, policy and purchase order discrepancies with buyers, City departments and vendors; provide account and invoice information and summaries to various City departments on request; liaise with buyers and City departments regarding contract extensions or items going to tender; prepare reports and spreadsheets for financial analysis and reconciliations as required.
• Prioritize and process completed invoices and credit notes for payment; obtain pre-approval for regular monthly services and leases; maintain records by vendor and process automatic payments; prepare and process batches; prepare and process weekly cheque/electronic funds transfer payments; process remittance of sales tax and carbon tax payable.
• Perform other functions such as maintaining appropriate records and filing. Respond to enquiries from staff, user departments, customers, vendors and outside agencies relating to the purchasing card program, damage deposit refunds, payment of accounts, provide guidance to user departments on the financial system and related processes as they relate to accounts payable.
• Perform related duties where qualified.

INDEPENDENCE

Work is performed according to established policies and procedures and is reviewed upon completion.

Deviations from accounts payable policy or problems with work volume are referred to supervisor.

WORKING CONDITIONS

Physical Effort:

• Touch keying on calculator. (often)
• Sit with arms unsupported while keyboarding. (occasional)

Mental Effort:

• Short periods of intense concentration while processing invoices. (frequent)

Visual/Auditory Effort:

• Focus on a variety of source data and computer for short periods. (frequent)

Office.

KEY SKILLS AND ABILITIES

• Organize and prioritize work.
• Working level operation of current City related specialty software.
• Use calculators with speed and accuracy.
• Process a variety of invoices and requisitions.
• Maintain accurate records.
• Provide technical guidance and advice to user departments.
• Establish and maintain effective working relationships.
• Deal effectively with the public and outside agencies.

QUALIFICATIONS

Formal Education, Training and Occupational Certification:

• High school graduation.
• First level CGA program or CMA/CA equivalent. (1 year)

Experience:

• 1 year of related experience.
• or an equivalent combination of education and experience.

OTHER:

• May be requested to substitute in a more senior position.

The City of Victoria is committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.