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Job Title: Position: Accounts Payable (A/P) Specialist – Permanent Full-time
Date Posted: 05/22/24 Ref. Number: 628
Type: Full Time Part Time
Location: Markham
Requirements: Major Responsibilities

1. Accounts Payable Duties (90%)
• Manage and Monitor Accounts Payable inbox, inquiries and respond in a timely manner
• Review and verify vendor’s invoices, supporting document, account codes, description and supervisor’s approval before processing them into the financial system
• Validate vendor’s invoice and enter it in financial system – QuickBooks, Great Plains
• Prepare and reconcile monthly credit cards statements and employee expense reports
• Point of contact for suppliers and trades in order to follow up on invoices, purchase orders and payment inquiries
• Prepare and process weekly cheque runs and electronic payments
• Review supporting documents to comply with financial policies and procedures
• Reconcile and post AP batches at month-end
• Obtain appropriate approvals on all expenditures and outgoing payments before creating payment batch
• Verify supplier invoices for accuracy and communicate with suppliers regarding any discrepancies.
• Includes supporting documents related to payment batch and obtain approval for processing payment as per financial policies and guidelines
• Maintain accurate files for audit purposes on all approved settlements.
• Maintain relevant files of all the invoices, source documents, agreements, receipts appropriately in the shared folder to ensure strong internal control as well as yearend audit
• Reconciling accounts and provide analysis of aged payables on a monthly basis
• Reconcile related party transactions on a monthly basis
• Ensure outstanding balances are updated with credit memos that are due

2. Administrative Duties (10%)
• Assist to prepare and post journal entries with supporting documents
• Initiate improvement on accounting procedure to ensure effective operation of finance and other departments
• Update T4A payments from Payables monthly
• Participate in staff development, training and meetings as appropriate
• Work cooperatively and constructively with other members of the Association
• Assist and attend annual Gala and other fundraising events
• Assist finance team during year end audit
• Ensures confidentiality of client, employee and Association information is maintained at all times
• Perform other related duties to support finance team

Skills and Qualification

• A college diploma in accounting or business administration, or equivalent experience
• 2-3 years of full cycle accounts payable experience preferably in the non-profit sector; familiarity with QuickBooks, MS Office and Great Plains, is preferred
• High standard of accuracy, attention to detail, and confidentiality.
• Strong administrative and organizational skills
• Strong critical thinking skills and a proactive approach to problem-solving
• Demonstrated ability to work in a multi-cultural setting
• Ability to work independently and as part of a team
• Ability to complete high volume of work within deadlines
Other Requirements
• A satisfactory and current Vulnerable Sector Screening
• Access to a vehicle and valid driver’s license
• COVID-19 fully Vaccinated as recognized by the government of Canada
Description: The A/P Specialist is responsible for performing full cycle accounts payable and accounting operations of three legal entities. This role involves meticulous data entry, verification of financial transactions, effective communication with staff including finance staff, and adherence to financial policies and procedures and cut-off dates. Supervisor will provide training, guidance and supervision as necessary.
Hours per week: 37.5
Rate of Pay: 50000-55000
Contact: Kevin Lam
Telephone: 905-948-9996 Fax: 905-948-9920