Student, Accounts Payable

Duties/Responsibilities

• Monitors designated Accounts Payable (AP) inboxes/portals for supplier invoices and ensures invoices are complete and legible. Confirms invoices meet processing requirements (e.g., vendor remittance details, unique invoice number, clear description of goods/services). 
• Validates and verifies extracted data for electronic invoices. Ensures information is correct and approved before uploading for payment.  
• Enters data in template for manually keyed invoices. Scans and uploads into financial system.  Investigates and reconciles discrepancies through follow-up checks on accounts. Consults with vendors and departmental staff as required.  
• Escalates issues for invoices that appear inconsistent or unusual (e.g., changed banking details, mismatched vendor names, unexpected increases) per internal fraud prevention procedures.
• Reconciles supplier statements periodically. Identifies unpaid accounts that are in arrears and follows up as appropriate; initiates processing of the invoice by the departmental staff to resolve the issue of payment as required.  
• Mails and distributes cheques and inserts.
• Maintains spreadsheets and generates reports. 
• Performs other basic accounting functions, such as journal entries and accounts receivable.  
• Files accounts payable invoices.  
• Supports the Treasury team with project work as assigned. 
• Uses a computer approximately 90% of the time. Retrieves files, involving bending and reaching.  Occasionally lifts file boxes weighing up to 33 lbs/15 kg.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge and skills are acquired through a Grade 12 diploma and some general accounting experience, or current enrollment and completion of at least one year of a college or university program in a related field such as but not limited to Accounting or Business.
• Knowledge of basic accounting principles and practices, general understanding of financial accounting, and skills in keyboarding and math.  
• Ability to work independently and adapt to changing priorities.  
• Computer skills with ability to use software such as Microsoft Office, financial systems, and database management systems.
• Ability to participate as an effective team member.
• Ability to support and demonstrate the Region’s values.

Additional Knowledge, Skills, and Abilities

To be considered for employment as a student, a person must be: registered as a full-time secondary or post-secondary student in an accredited institution, or currently recognized as having full-time status by the academic institution but applying for a school vacation, practicum or work term, or returning to full-time studies in the next academic term. Students who are in their final year of academic study and who are not intending to return to full-time studies are eligible for student employment up until the time they convocate. Students participating in education and retraining programs at the post- secondary level, though not full-time students, are eligible for related student employment opportunities, where appropriate.