Accounts Payable Technician

Primary Purpose:

The Accounts Payable Technician is responsible for the daily Accounts Payable activities for both Dawson Creek and Grande Prairie locations to facilitate payables processing, invoice accuracy and invoice payment in a timely fashion for Vulcan. The primary focus is to ensure all required backup and coding are applied to all invoices, and is involved in the daily activities of coding and matching invoices to ensure an efficient and collaborative approach to Accounts Payable practices.

Accounts Payable Administration

· Builds a high level of knowledge and understanding of Sage software, including applications for accounting, GL accounts and monthly reporting.

· Provides assistance for Director, Finance & Administration to prepare documentation to meet month-end cut-off date for processing all incurred costs for the monthly financial statements.

· Receives invoices daily in Accounts Payable email or through the mail.

· Confirms there is a Packing Slip or Purchase Order number (PO#) in order to be processed.

· For invoices with no Packing Slip or Purchase Order, forwards to Accounting Supervisor or Director, Finance & Administration for approval and coding instructions.

· Refers to chart of accounts to determine which cost code the invoice needs to be coded against, enters coded invoices into Sage.

· Files invoice into weekly cheque run file for review and discussion with Accounting Supervisor.

· Prepares a weekly payables list based on net 30 and determines which invoices are to be paid via EFT versus cheque or US vendors.

· Pulls the net 30 invoices through Sage into a batch and prints out the list to confirm it matches the invoices.

· Confirms with Accounting Supervisor to process net 30 payables. Initiates a cheque run and submits to Accounting Supervisor for review and signature by Director, Finance & Administration.

· Prepares a remittance sheet for each invoice confirming amount paid, invoice number, etc.; scans them, attaches a copy of the invoice being paid, and sends to the vendor.

· Processes and prepares any manual cheques and forwards to Accounting Supervisor for review and approval. Receives signed cheque back from Director, Finance & Administration and disburses.

· Receives calls or emails on Accounts Payable queries and answers or responds to them promptly. Maintains cordial working relationship with all vendors.

· If there are questions/errors on or relating to the invoice(s), discuss with Accounting Supervisor or Director, Finance & Administration and then investigates with appropriate department manager to clarify.

· Creates monthly Vendor Statement report for individual vendors which matches invoices processed by Vendor to invoices received by Vulcan; investigates discrepancies and advises Accounting Supervisor in order to correct issues/problems.

· Identifies vendors with special payment terms (i.e. credit card payments, wire transfer, etc.) and processes their payments as requested.

· Ensures that the Direct Deposits for vendors have been transmitted.

· Pays all required GST/PST/WCB and other approved remittances to meet guidelines established by CRA.

· Posts Ankura Holdings invoices, Grande Prairie facility lease and expenses payments. Arranges transfers from Dawson Creek to Grande Prairie and from Dawson Creek to Ankura. Submits to Accounting Supervisor for approval. Codes apportioned costs.

· Compiles all utility invoices as required and processes payment through the bank online.

· Assists vendors with submitting proper invoice content and back-up to facilitate timely processing and approval for payment.

· Ensures proper backup documentation is made after payment is completed; prepares backup for all invoices.

· Maintains a strong service orientation within the Finance & Administration Department with open and effective communication with other departments.

The above statements are intended to provide a general description of the nature and work expectations for the position. It is not a detailed or exhaustive list of duties, responsibilities, knowledge, skills, and abilities required.

Job Type: Full-time

Salary: $24.00-$28.00 per hour

Benefits:

• Dental care
• Extended health care
• RRSP match
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Supplemental pay types:

• Overtime pay

Experience:

• vendor management: 1 year (preferred)
• Accounts payable: 1 year (preferred)

Work Location: In person