Accounting Clerk, Payables

Job Description

The Accounting Clerk, Payables is responsible for processing, review, payment and relationships for all vendor and staff payable accounts. They will liaise with the County departments to ensure accurate and timely invoice and workflow processes are met. They are also responsible for reviewing and approving new vendor requests and following up on actions pertaining to workflow issues.

This position will also be cross-trained to support our Customer Service Representatives at the front desk as well as our Accounts Receivable department.

Reporting to our Supervisor, Accounting, the successful applicant will :

• Review all incoming invoices and upload to the accounting system (Unit4, Tempest) for coding.
• Review and approve new vendors
• Ensure process workflows are up to date. Follow up on any discrepancies.
• Work with County departments to investigate irregularities and discrepancies on invoices.
• Perform weekly cheque, EFT and US Bank payment runs for staff and vendors.
• Follow up on returned cheques and EFT’s in a timely fashion.
• Conduct WCB report review and maintenance with each payment run.
• Manage vendor relationships; address any concerns or account issues promptly.
• Ensure timely updating of vendor accounts; update missing or incorrect information.
• Review and reconcile vendor accounts against statements provided.
• Ensure prepaid accounts are adequately funded (postage machine, land title accounts).
• Identify and process prepaid items as received.
• Final review of invoices; ensure no rounding errors, accurate GST and adequate back-up.
• Credit card maintenance for staff, including issuing and removing cards and bi-weekly uploads of statements for coding.
• Initiate direct payments for utility accounts.
• Liaise with Payroll to ensure timely payments, avoiding penalties.
• Support County staff and departments with purchase orders, purchase requisitions and payment requests.
• Identify, review and follow up on irregularities or discrepancies; provide strong customer service to internal or external vendors.
• Cross-train with Customer Service and Accounts Receivable departments to ensure proper coverage for the Cash Control department.
• Perform month end and year end process and account reconciliations.
• Conduct ongoing updates to training manuals and programs
• Other duties as assigned.

Qualifications

Education and Experience :

Knowledge, Skills, and Abilities :

Additional Information

This position is Monday to Friday, from 8 : 30am - 4 : 30pm.

Hourly Wage : $38.51 - $45.31

Closing Date : February 27, 2025

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

The County of Grande Prairie recognizes and values the principles of fair hiring practices. We are committed to a respectful and inclusive workplace and welcome applications from all qualified individuals. Should you require accommodation through any stage of the recruitment process, please contact [email protected] and we will work with you to meet your needs.

Please note that once your application is complete, you will receive a confirmation email. If we require any additional information we will contact you. Due to the volume of applications received we can only answer questions at the interview stage.