Our accounts payable clerk is an important member of the finance team here at Hope Mission supporting all aspects of the accounts payable process. This role is responsible for full cycle accounts payable processing, ensuring the timely and accurate processing of payment documents, including purchase orders, expense reports, credit cards and providing timely billing and payment information to others within the finance team. The accounts payable clerk reports to the Director of Finance.
Process suppliers’ invoices for inclusion in the Accounts Payable system on a daily /weekly basis as per Generally Accepted Accounting Principles. Invoices must be fully supported; Amount and quantity matched with purchase order and receiving slips; Ensure supporting documents are signed by authorized personnel
Review supplier invoices for valid coding, obtaining support as required
Reconcile corporate credit card and petty cash expenses; Ensure accurate coding of expenses
Maintain a subsidiary ledger/schedule for recurring expenses (rent, professional fees, etc.) and project-based expenses with progress billing and capital expenditures
Maintain an efficient filing system for vendors/suppliers; Maintain customer files and supplier files on a current and orderly fashion
Analyze expense with significant increase from previous period
Run all accounts payable cheques; Schedule release of cheques as close to the term date as possible considering discounts and terms of agreement (e.g. 2% net 30, etc.)
Prepare adjusting entries as required (e.g. petty cash replenishment, inventory adjustment, credit/debit note from vendors, etc.)
Coordinate with purchasing and inventory personnel on accuracy of inventory; Assist in conducting physical count; Reconcile inventory balance on regular basis
File documents, reports, and schedules; maintain an efficient filing system
Assist in generating monthly and yearly financial reports
Assist in completing year-end audit requirements
Recommend to the Controller improvements on procedures and policies that affect the position’s functions
Prepare GST schedule for rebate and reconcile with GL
Provide monthly aged schedules of Accounts Payable; Reconcile Accounts Payable monthly, paying very close attention to cut off procedures
Process accounts payable for Homeward Trust funded programs.
Support members of the Finance Team
Help/relieve the payroll preparer
Perform other duties as required
Bachelor’s Degree in Accounting or Diploma in Accounting.
3 years’ directly related work experience in an Accounts Payable capacity; or an equivalent combination of education and relevant work experience
Computer competency with good working knowledge of Microsoft Word and Excel spreadsheet programs and accounting applications; experience with Sage 300 ERP system an asset.
Effective attention to detail, with a high degree of accuracy, and ability to work under time pressures and to meet deadlines generally, and, specifically, during the weekly, monthly, and annual accounting close cycles.
Effective communication skills, both verbal and written, with ability to develop and sustain successful internal and external working relationships.
Self-directed, with ability to work successfully both independently and within a team environment.
Ability to respect and maintain matters of a confidential nature.
Strong problem identification and problem resolution skills, and demonstrated diplomatic, negotiation and conflict resolution skills.
Strong work ethic, time management skills and ability to work with minimal supervision.
Ability to make decisions in a timely, organized, and appropriate manner (in consultation with the Director of Finance).
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