Description

The position is part of the Finance Department, under the direction of the Finance and Accounting Services Manager. The Accounts Payable position does not have any supervisory capacity over subordinate staff.

The Accounts Payable Clerks’ role is to maintain an accurate and efficient process maintaining the accounts payable system. The Accounts Payable Clerk will be involved with vendor/supplier account set up and maintenance and will periodically act as a conduit performing necessary research between the organization, departments and the respective vendor/supplier. Also, the Accounts Payable Clerk will field internal and external inquiries from staff and vendors/suppliers alike. This position will perform due diligence in order to uphold the integrity of the accounts payable system, procurement/payment policies, procedures, regulations, legislation and /or by-laws.

ACCOUNTS PAYABLE KEY DUTIES AND RESPONSIBILITIES:

Sort, match, file, code, and enter accounts payable received in mail daily. Ensure manually completed invoices are balanced. Balance vendor statements and explore irregularities.
Ensure Purchase Orders are complete, matched to invoice, and signed by the Department Head and authorized per the County’s purchasing policy.
Ensure payment of invoices shall be conducted in a manner as to avoid penalty or interest charges and taking advantage of the maximum period of time in which payment can be made, having first been approved by each department Manager.
Process cheques semi-monthly, obtain appropriate signatures and mail with any attachments. Online direct debits are to be paid monthly, and batches will not contain multi month online payments.
Maintain the vendor files in the file room, inclusive of filing and annual cleanup.
Ensure invoices that are for Capital Projects are copied, scanned, and put in the appropriate paper and online Capital Files (paper and electronically)
Upload Accounts Payable invoices that have been processed to corresponding Assets in Citywide.
Upload fuel into Citywide and County Shared for UFA and Drever’s.
Complete monthly reconciliation of AP to General Ledger.
Answer inquiries from the public, staff and vendors, received in person, by phone or email.
Research vendor files for statistical information.
Provide back up to the Accounting Technician for Tangible Capital Assets and provide backup for other Finance department staff including, but not limited to Reception duties.
Balance the Performance Deposit General Ledgers.
Balance petty cash monthly when using your own cash drawer
Assist departments and staff with budget information for preparing budgets.
Perform periodic research, reports, projects or assignments.
Prepare year-end reports as needed in preparation for annual audit

GENERAL DUTIES AND RESPONSIBILITIES:

Complete culvert and sign maintenance reports and update Asset Software
Update PPE inventory in Asset Software and inventory from the shop.
Responsible for Issuing UFA Fuel cards to all vehicles and ensuring that all vehicles have current insurance cards and registration cards.
Provide information on new sign installations to Jordan for updating in GIS system. Update asset software once import ID has been assigned.
Collect inventory counts at yearend from various County departments and reconcile with inventory information entered in the accounting system.
Assist other County personnel as time permits. Cooperation and assistance among staff is required due to varied peak work periods and overlapping duties.
Develop a good knowledge of the County’s operations and personnel.
Maintain the confidentiality of all records in the office and only release information in accordance with County policy and applicable legislation.
Maintain effective public relations with other County employees, ratepayers and the general public and present a positive County image.
Participate in and adhere to the Workplace Health & Safety Program as per the Camrose County Health & Safety Policy and associated Administrative Directives, in order to maintain a safe & healthy workplace.
With the approval of the Finance Manager, attend seminars, workshops and courses with the objective of improving knowledge and skills related to performing assigned jobs.
Assist Human Resource Coordinator with insurance, including filling out necessary paperwork to insure and cancel insurance.
Assist Human Resource Coordinator with Councillor timesheets, ensuring they are submitted correctly and paid.
Responsible for registering vehicles (including fleet w. Enterprise) and updating asset software with information.
Develop and/or maintain a procedures manual for position.
Such other duties and responsibilities as may be assigned from time to time

Requirements

Post secondary courses in Accounting or Business Administration would be an asset
Accounting, finance, office administration education, training, experience, and/or equivalents are preferred
Solid interpersonal and customer service skills with a positive and approachable attitude
Minimum five (5) years experience
Clean criminal record check
Must maintain a very high level of confidentiality and professionalism
Very detail oriented
Excellent telephone etiquette and written & verbal communication skills. Ability to communicate tactfully, clearly and effectively and exercise mature judgement in dealing with others
Very organized with strong ability to meet deadlines and multi-task
Working knowledge of computers and software including Microsoft Office
Ability to work independently and collaboratively in a busy office environment