Reporting directly to the Manager of Accounts Payable, the AP Clerk will possess three to five years of AP processing experience, a solid understanding of all aspects of AP (vendor master, 2 & 3-way match, P2P, GL & Sub-ledger), and a strong working knowledge of Generally Accepted Accounting Principles (GAAP). The successful candidate approaches problem-solving methodically, follows up to ensure completion, and communicates confidently and effectively with vendors, managers, and other departments, both orally and in writing.
RESPONSIBILITIES
- Process a high volume of vendor invoices and payment requests for various operations, capital projects, and trust funds, ensuring attention to detail and high data entry accuracy.
- Validate invoices by verifying payment authorization, adherence to corporate policies, and compliance with documentation requirements.
- Follow up on and resolve outstanding invoices, credit notes, and any items over 30 days old with Procurement Services, Logistics, end users, and vendors.
- Correspond with vendors to resolve issues and discrepancies promptly.
- Reconcile supplier general ledger accounts to statements monthly and provide aged creditor listings for audit purposes.
- Obtain appropriate approvals based on signing authority policy and follow up with management and department staff on overdue invoices and approval requests.
- Participate in month-end, quarter-end, and year-end preparations, as well as special projects (e.g., audits).
- Match POs (2 & 3-way match), verify coding, and review receiving slips for correct coding and prices.
- Accurately calculate, post, correct, and manage accounting figures and financial records.
- Perform Excel uploads for summary-type invoice billings (e.g., Rogers, Grand & Toy).
- Prepare information to facilitate the preparation of accruals.
- Prepare A/P support for wire transfers.
- Participate in SAP user acceptance testing, system troubleshooting, and the creation and revision of user training documents.
- Maintain accounts payable files in accordance with department standards.
- Send cheques for mailing.
- Provide coverage for other AP Clerk tasks as operational needs require.
- Perform other duties as required by business needs or assigned.
JOB REQUIREMENTS
- Successful completion of a bachelor’s degree in accounting from an accredited educational institution or other post-secondary education majoring in accounting.
- 3 to 5 years of recent accounts payable or accounting experience.
- Strong working knowledge of Generally Accepted Accounting Principles with the ability to perform moderate account reconciliations.
- Solid understanding of accounts payable bookkeeping and journal entries.
- Comprehensive understanding of the procurement-to-payment process.
- Demonstrated technical literacy with the ability to operate computer technology and adapt to new systems and procedures. Experience working with accounting software, SAP preferred.
- Proficiency with Microsoft Office (Word, PowerPoint, and Outlook) with intermediate knowledge of Excel (VLOOKUPs/Pivot Tables).
- Well-developed organizational skills with the ability to work in a fast-paced, high-volume environment.
- Self-starter who sets priorities and drives deliverables to completion with minimal supervision; able to anticipate and proactively respond to requirements.
- Attention to detail with a high degree of accuracy under tight processing deadlines.
- Exceptional written and verbal communication and interpersonal skills with an emphasis on customer service.
- Ability to make decisions, demonstrating analytical skills, and exercising good judgment when dealing with confidential information or stakeholder inquiries.
- Various tests may be administered as part of the selection criteria.