Accounts Payable Specialist

Purpose and Scope
The Accounts Payable Specialist is responsible for providing financial and administrative assistance in order to ensure effective, efficient and accurate financial and administrative operations.

The Accounts Payable Specialist reports to the Controller and is responsible for providing financial, administrative and clerical services. This includes processing and monitoring payments and expenditures and preparing and monitoring the payroll system. Providing these services in an effective and efficient manner will ensure that finances are accurate and up to date, and that vendors and suppliers are paid within established time limits.

Organization Relationship
This position involves diplomatic interaction with suppliers to provide billing information and support in order to facilitate accurate payment of invoices due to the organization. The AP

Specialist communicates frequently with the Purchasing department on non-payment and invoice discrepancy issues.

Working Conditions
Working conditions are normal for an office environment. The Accounts Payable Specialist position requires working for extended periods of time on the computer and the telephone.

Prolonged periods of concentration and attention to detail are required. Good hearing required for extensive telephone use. Manual dexterity is required to use desktop computer and peripherals. Overtime as required.

Duties
1. Receive and verify invoices and requisitions for goods and services

2. Verify that transactions comply with financial policies and procedures

3. Prepare batches of invoices for data entry

4. Data enter invoices for payment

5. Process backup reports after data entry

6. Manage the weekly cheque run

7. Record all cheques

8. Prepare vendor cheques for mailing

9. List all vendor cheques in the electronic log book

10. Prepare manual cheques as and when required

11. Maintain listing of Accounts Payable

12. Maintain the general ledger

13. Maintain updated vendor files and file numbers

14. Print and distribute monthly financial reports

15. Monthly vendor reconciliations

16. Filing, re-organization and labeling

17. Monthly review of aged Payables, and Receipt Accrual

18. Monitoring purchasing disputes to ensure that disputed invoices are resolved

19. Monthly close and reconciliation of AP for financial statements

20. Complete all payroll journal entries for Cancoil and fin-aire.

21. Calculation and payment of Corporate tax instalments: HST, WSIB…etc

22. Update fixed asset schedule

23. Depreciation entries

24. Intercompany financial reconciliations

25. Preparation of Year-End financial Statements (with KPMG)

26. Performs other duties as may be assigned by the Controller

Responsibilities and Requirements

1. Demonstrated ability to accurately calculate, post, correct and manage account figures and financial records.

2. Must possess a high level of moral judgment for handling confidential information and monetary transactions.

3. Experience in gathering data and compiling the proper information.

4. Strong diplomatic, negotiation, and conflict resolution skills in order to handle late payments and delinquent accounts.

5. Advanced proficiency in ERP systems, spreadsheet programs and applications.

6. Effective attention to detail and a high degree of accuracy.

7. Strong work ethic and positive team attitude.

8. Sound analytical thinking, planning, prioritization, and execution skills.

9. Excellent teamwork and team building skills

10. Able to effectively communicate both verbally and in writing.

11. Able to build and maintain lasting relationships with other departments, key business partners, and government agencies.

12. Strong problem identification and problem resolutions skills.

13. High level of proficiency with Microsoft Office software.

Education and Training

Minimum community college diploma in Business Administration – Accounting required, along with three to five years experience in the field. Demonstrated Collections, payroll and computer application experience in spreadsheets and accounting software.

Job Types: Full-time, Permanent

Salary: From $26.50 per hour

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Overtime pay

Experience:

• Accounts payable: 1 year (required)

Ability to Commute:

• Kingston, ON K7L 4V3 (required)

Work Location: In person