Senior Clerk (Accounts Payable)

The Role

Acts as a team lead to AP clerks and assists management to monitor workflow to ensure effective, efficient coordination and processing of accounts payable (AP) transactions. Investigates and resolves issues, and maintains processing procedures for the work unit. Maintains the corporate vendor master file, and participates in the development and implementation of new and changed AP processes, systems, and controls. 
 

Duties/Responsibilities

• Acts as team lead to AP clerks (e.g., provides guidance and training, responds to questions/issues). Assists management to monitor workflow. 
• Maintains the corporate vendor master file (e.g., names, addresses, bank accounts, HST number) for issuing payments and purchase orders by regional  staff. Investigates duplicate vendors and sites and makes corrections. Verifies change requests with vendors to protect against fraud, including changes to business name and banking information. Verifies HST number on CRA website. Provides regular updates to management regarding changes to vendor account information, with recommendations.
• Acts as a resource to staff and vendors regarding AP procedures, inquiries, and complaints (e.g., late/lost payments, discrepancies, incorrect purchase order numbers). Follows up with client departments, vendors, and banks to investigate and resolve payment problems, and recommends solutions to management. Informs clients regarding payment methods. 
• Monitors AP email accounts (e.g., general inbox, new vendors, approved invoices). Verifies invoices approved by signing authorities.
• Maintains payment schedules for monthly, quarterly, and yearly payments (rents, leases, grants). Maintains payment information (e.g., number of payments, expiry dates, cancellations/changes). 
• Enters invoices into AP system to issue payments. Files information and processes cheques for mailing. Reviews cheque reports to move vendors onto electronic payments. Reviews invoices over $20,000 and transaction reports prepared by AP clerks for completeness/accuracy, and follows up on missing information with client groups.
• Cancels and documents rejected payments, including affidavit as required. Investigates and resolves issues and forwards for processing (reissues cheques). Voids/cancels or reissues stale-dated cheques as requested by senior accounting clerk. 
• Reconciles year end accrual and other general ledger accounts as requested. Completes journal entries to correct errors to the general ledger, ensuring no duplicate entries.
• Reconciles vendor statements, and investigates and resolves related issues. Compiles information (e.g., copies of invoices, accounts receivable aging reports, statements), and forwards for payment processing. Verifies signing authorities/limits with approved invoices.
• Verifies data from credit balance reports and collects money, as required.
• Imports invoicing data/files from AP imaging system, regional program areas and external vendors into AP system. Ensures accuracy/completeness of data file, and follows up with program areas or ITS regarding issues. Prepares batch payment reports for approval, and sends to the senior accounting clerk for processing.

Additional Duties/Responsibilities

• Participates in new AP systems testing, provides input into existing systems, and documents system changes. Maintains related training manuals.
• Assists management in the development and implementation of new/revised AP processes and procedures, with emphasis on controls and procedures to detect and prevent fraudulent payments and for operational efficiency and effectiveness.  
• Participates in AP related projects by providing input and functional expertise to management and system vendor. 
• Prepares reports for management. 
• Verifies vendor data to ensure accurate payment and purchase order preparation. Conducts audits to identify unpaid accounts and initiates payment as required. Maintains documentation. Follows up on interest charges against the Region.
• Presents AP information, support, and training to regional staff, and creates related materials.
• Plans and prioritizes work based on monthly requirements and established timelines to ensure timely, accurate service delivery. 
• Resolves problems independently and refers escalated complaints and unusual account information to management (e.g., amalgamated businesses/accounts). 
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge and skills are normally acquired through a diploma or degree in a related field (including but not limited to Accounting, Business), plus 2 years of related accounting and accounts payable experience.  A Grade 12 education plus 4 years of directly related accounting and accounts payable experience is considered equivalent.
• Knowledge and skill in basic accounting principles and practices, accounts payable processing and management, and financial accounting. 
• Knowledge of and ability to comply with policies, procedures, generally accepted accounting principles, and related legislation (e.g., goods/services taxation).
• Analytical, organization, and problem solving skills to work independently; coordinate the processing of AP transactions; prioritize competing demands; identify, research, and compile data to resolve issues; and follow up on unusual items.
• Ability to contribute to new/changed processes and systems to support effective, efficient operations.
• Knowledge and skill to act as a team lead to AP clerks and students by providing guidance and training, responding to questions/issues, and assisting management to monitor workflow. 
• Communication and human relations skills to respond to inquiries and complaints; interact with staff and provide training and support; respond to and follow up with vendors regarding inquiries, complaints, and account status; and participate as an effective team member.
• Ability to read and interpret documents (e.g., purchase orders, invoices, receiving reports, procedures, vendor statements). 
• Ability to draft procedures and training documents, generate reports, communicate in writing to client departments, and write cheque requisitions.
• Computer skills with ability to use software such as Microsoft Office (including Excel), related financial systems, and provincial and program database management systems. Ability to import and manipulate external files into AP system. 
• Ability to support and demonstrate the Region’s values.