Clerk - Accounts Payable

Job Description

Competition #24 / 154

Internal / External Posting

Closing date : July 04, 2024

Clerk Accounts Payable (Temporary up to 7 months)

Finance Department

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)

Meet payment deadlines. (frequent)

Visual / Auditory Effort :

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

Work Environment : Office.

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.

Work schedule : Monday to Friday, (35 hour work week)

$35.82 per hour, Pay Grade 8

Job Code #4080

This is a CUPE Local 50 Position