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Accounts Payable Clerk

3 months ago

Shelburne County, Canada Town of Shelburne Full time
***To administer the full Accounts Payable function from beginning to end, which includes scanning all documents into Laserfiche for electronic filing and support the treasury department as needed in all areas including the updating of chargebacks for planning files and annual audit preparation.


Provide Customer Service back up support to reception at Town Hall as needed which includes telephone and counter service, responding to inquiries, assists with customer complaints and inquiries, accepting payments for a range of services.


QUALIFICATIONS AND EXPERIENCE

  • Diploma in Business or Accounting or related field or a combination of education and experience which is acceptable to the Town.
  • 2 years of relevant office experience with financial functions with solid understanding of Accounts Payable processes and financial reporting.

DUTIES AND RESPONSIBILITES

Responsibilities
Accounts Payable Collection and Preparation of Invoices to be paid (weekly)

Tasks

  • Receive and review invoices from vendors for payment through various platforms.
  • Follow up with vendors to review certain invoices that may require further information before payment is approved and released.
  • Maintain all files with documentation and backup for pending invoices.
  • Coordinate with department supervisors and directors for approval of invoices.

Percent of Time
20%

Responsibilities
Creation of Weekly Accounts Payable Batch for Payment (weekly)

Tasks

  • Process (data entry) of all approved invoices into software ensuring accurate coding and description entry.
  • Produce a listing for review and approval by the Deputy Treasurer that balances with the batch invoice total.
  • Prepare cheques and Electronic Funds Transfer (EFT) file for the bank for the approved weekly listing.

Percent of Time
20%

Responsibilities
Finalizing the Weekly Accounts Payable Batch (weekly)

Tasks

  • Copy any invoices that are to be charged back to Planning Development Deposits and update the corresponding spreadsheets.
  • Scan any invoices that are related to capital projects for Asset Management purposes.
  • Scan all paid invoices into Laserfiche electronic filing system.
  • File the paper copy of invoices into the filing system.

Percent of Time
20%

Responsibilities
Accounts Payable - General Matters (daily/weekly/monthly/annually)

Tasks

  • Prepare monthly Pre-Authorized Payment (PAP) Accounts Payable Batch.
  • Maintain accurate alphabetical filing system for all vendors for current and past years.
  • Prepare a quarterly paid accounts payable report for the Treasurer that will be included in the Council Agenda for review by Council.
  • Review and suggest updates to any policies and procedures in relation to Accounts Payable process.
  • Cancelling stale dated or lost cheques.
  • Updating WSIB Clearance for all vendors.
  • Preparation of accruals at year end.
  • Assist annually with the year end audit process.

Percent of Time
25%

Responsibilities
Customer Services - Backup Support (as required)

Tasks

  • Answering and responding to telephone calls.
  • Referring calls as required.
  • Greeting customers at the front counter.
  • Resolving customer complaints and inquiries within established guidelines.
  • Accepting Payments for a range of services (cash, cheque, debit)
  • Retrieve and drop off mail to/from the Post Office.
  • Opening and distributing the mail.
  • Opening up office in the morning.

Percent of Time
15%

Other

  • Performs all other duties as assigned by assigned supervisor.

SKILLS

  • Strong organization skills and attention to detail
  • Accurate and quick data entry
  • Strong public relations, customer service, communication skills
  • Good interpersonal skills
  • Ability to be a team member, however able to work independently with minimum supervision
  • Strong problemsolving and conflict management skills
  • Ability to communicate in a calm professional manner under pressure
  • Ability to multitask in a fast paced, detailedorientated environment
  • Ability to deal with difficult internal and external customer
  • Ability to respect sensitive information and maintain confidentiality of records
  • Provide a clear criminal record check.

WORKING CONDITIONS:

  • Normal working hours are 35 hours per week based on Monday to Friday 8:30 am to 4:30 pm.
  • This position is intended to be in person and is designated as being required to work in the office on site.
  • Physical demands require visual concentration, moderate standing walking, computer usage and lifting of office supplies as required.
  • Ability to work occasional extended days or evenings as required.
  • Ability to work overtime as assigned to meet deadlines.
-
This position is Grade 6. The 2023 hourly rate is $27.80 to $31.48

Salary:
$27.80-$31.48 per hour

Benefits:

  • Casual dress
  • Company events
  • Company pension
  • Dental care
  • Extended health care
  • Onsite parking
  • Paid time off
  • Vision care
Flexible Language Re