Accounts Payable Clerk

Position Summary

Responsible to process invoices, refunds, reimbursements, and payment requests, identify inaccuracies, trace discrepancies and identify potential errors or frau

Duties & Responsibilities

• Reviews documentation, confirms adherence to policy, validates authorizations, enters information, processes invoices and payment requests, and seeks approvals were required
• Completes data file transfers and uploads, matches invoices against purchasing documents, confirms foreign exchange, tracks legal claim payments, and validates expenditure coding
• Verifies correct application of Federal and Provincial taxes for invoiced goods and services
• Reconciles vendor statements and liaises with department staff and vendors for payment of outstanding invoices
• Prepares month-end and year-end entries and completes account reconciliations
• Initiates updates and corrections to supplier system records including payment method, electronic funds transfer bank account information, and contact information
• Provides training, guidance, and support on work systems and processes
• Responds to internal and external queries, examines issues, resolves invoice exceptions, and escalates as required
• Maintains filing systems in accordance with branch procedure and corporate records management policies and procedures
• Completes searches, inputs data, validates data, and generates reports and lists from programs and applications
• Familiarizes new employees with tasks, duties, practices, and processes

Knowledge, Skills & Abilities

• Knowledge of accounts payable principles, policies, procedures, processes, and systems
• Knowledge of office administration, financial processes, and customer service
• Knowledge is gained through on-the-job experience
• Knowledge of specific branch as well as the broader divisions/departments/branches
• Knowledge of relevant collective agreements, bylaws, policies and procedures, and legislation, including health and safety standards
• Knowledge of job-related office productivity software, internet browsers and search engines, enterprise software, discipline-specific software, and technology devices

Communication and Interpersonal Skills

• Interacts with internal and external customers to exchange process information and resolve issues
• Provides customer service where messages/responses may be met with frustration/rudeness

Problem Solving and Decision Making

• Identifies issues, consults, and follows policies, procedures, and processes
• Prioritizes and adapts office activities in accordance with daily/weekly/annual schedule within defined timelines/deadlines
• Provides ideas and suggestions to improve work processes

Impact

• Contributes to a positive experience through provision financial and administrative services
• Contributes to health, safety, and well-being self and others
• Contributes to completion of work unit activities through completion of sequenced tasks/workflow

Education & Experience

• Completion of secondary school equivalency plus completion of recognized job-related certification
• Minimum of nine months of previous and on-the-job administrative, clerical, and/or financial experience