Position Summary:
The position of Accounts Payable Clerk will be responsible for accounts payable, credit applications and card preparation for sites across the Niagara Region. The position of Accounts Payable clerk reports directly to the Controller.
Duties/Responsibilities/Procedures:
Accounts Payable
- Log copies of all refinery invoices, refinery EFT’s, and customer payment EFT’s.
- Log onto Scotiabank remittances website and check for any new EFT’s, print a copy
- Receiving invoices and sending them for approval
- Once invoices have been approved, code, total, batch, enter, verify and reconcile the accounts payable transactions
- Process invoices in Sage
- Enter forecasted temperatures from theweathernetwork.com into software program
- Record all station and terminal deliveries using Bill of Lading and delivery slips provided by drivers
- Balance product in terminal daily
- Match all refinery invoices once received, to Bill of Lading, check to ensure pricing is correct
- Reconciles processed work by verifying entries and comparing system reports to balances
- Charges expenses to accounts by analyzing invoice/expense reports, recording entries
- Pays vendor by scheduling and preparing checks; resolving purchase order, contract, invoice or payment discrepancies and documentation
- Maintains accounting ledgers by verifying and posting account transactions
- Record ATM loads on spreadsheets and match load slips to cheque stubs
- Perform related clerical duties such as word processing, maintaining filing and records systems, faxing and photocopying
- Ensure that all driver paperwork is completed correctly and notify CEO/GM if it is not
- Provides back up assistance for Accounts Receivable, as required
Inventory
- Enter store inventory such as cigarette sales, oil & auto products, stock, expired stock into appropriate spreadsheets for tracking
- Record propane deliveries and pickups
Reception
- Answering all incoming calls and directing them accordingly
- Greeting all guests and customers walking through the door
- Checking e-mail, responding to any e-mails that require a response or forwarding as necessary
- Sorting mail and distributing appropriately
Administrative
- Manually entering KESM chits when the system is down
- Filing Commercial Fleet program signature forms
- Invoice customers for their monthly utility consumption
- Printing and mailing rent invoices monthly
- Print Tape from Veeder Root with day end totals
- Other duties as assigned
Job Specifications:
- Completion of post-secondary diploma with a focus in Accounting or Business
- A minimum of six months to one-year related work experience in an office environment, however two years related work experience is preferred
- An employee in this position must be knowledgeable with regard to:
a) Accounting / bookkeeping
b) customer service
c) MS Office, including Excel
d) Sage 50 software
Personal Skills/Attributes Required for the Position:
- professional attitude and presentation, positive, pleasant, co-operative attitude and behaviour
- ability to work well under pressure, good decision-making skills
- excellent organizational skills with an ability to multi-task
- good communication skills, both written and verbal
- detail oriented, with an ability to meet deadlines
- ability to work in a fast-paced environment
- understanding of confidentiality
- an ability to lift 50 lbs
