Accounting Clerk

6 months ago

Scarborough, Canada Keilhauer Full time

**SUMMARY**

The Accounting Clerk is a supportive role focused on facilitating the timely and accurate processing of Accounts Payable records. Keeping Keilhauer in good standing with our vendors contributes to the company’s mission of making work comfortable for all.

In this role, you support the Accounts Payable Supervisor by liaising with internal and external vendors. You operate primarily in Accounts Payable, but will also support Accounts Receivable and other areas of Accounting as needed, so you must be able to multi-task, pick up new tasks quickly and work cross-functionally within the department. As most matters in Accounting are time-sensitive, good time management skills and the ability to evaluate urgency are essential. You know which tasks to prioritize and approach them methodically. When issues arise, you use good judgement and thoughtful analysis, looping in the Supervisor for assistance where needed.

**PRIMARY RESPONSIBILITIES**

**1.** **Pays bills accurately and on time**
- Timely and accurate processing of vendor invoices and prepares invoice deduction notices as necessary.
- Determines accuracy of vendor invoices by checking prices and quantities; troubleshoots any discrepancies before vouchering.
- Obtains authorization from budget managers before invoices are vouchered and ensures proper account coding.

**2. Reviews courier bills and obtains authorization before invoices are vouchered.**
- Communicates with vendors, responds to their inquiries and provides electronic payment details.
- Enters all discount vendor payments in SyteLine.
- Enters confidential Canadian and US vendor banking information.
- Reconciles vendor accounts to vendor statements.
- Responsible for pulling the backup for payments processed on weekly cheque runs and maintaining Accounts Payable files.
- Vouchers all commissions and royalties payable to sales representatives and designers.
- Gathers and maintains fixed asset invoices and R&D expenditures for audit review.
- Assists with month-end processes; works with Purchasing department to identify and fix discrepancies.
- In the absence of the Accounts Payable Supervisor, enters vendor payments in banking programs for authorization by Controller and Chief Operating Officer.

**3.** **Acts as back-up to the Accounts Receivable Clerk**
- Posts customer payments and prepares bank deposits.
- Assists in generating SyteLine GL reports by sales tax account each month.
- Assists in generating SyteLine Sales Report by state each month.
- Verifies Tax Validation Report in SyteLine for review for any sales tax discrepancies.
- Submits zero dollar U.S. sales tax returns online provided by the Credit and Collections Supervisor.
- Supports Credit and Collections Supervisor in other tasks as needed.

**QUALIFICATIONS**
- 1 year of experience in Accounts Payable, preferably within the manufacturing industry.
- Previous experience with Accounts Receivable an asset.
- Post-secondary Certificate or Diploma in Finance or Accounting.
- Intermediate proficiency with accounting software, MS Office (Excel, Word, Outlook) and the internet; experience using SyteLine or similar ERP is an asset.

**ESSENTIAL PHYSICAL AND INTELLECTUAL REQUIREMENTS**
- **Mobility**: Must be able to sit/stand at a computer terminal for extended periods of time; may be required to go to various locations throughout the organization; some reaching for items above and below desk level; some reaching, bending, squatting and stooping to access files.
- **Manual Dexterity & Coordination**: Must have the strength, dexterity and coordination to regularly use hands and fingers to operate a computer keyboard and phone;dexterity and coordination to handle files, occasional lifting up to 10 kg.
- **Vision**:Specific vision abilities required by this job include the ability to view computer screens and documents for accuracy.
- **Cognitive Ability**:Holds a comprehensive understanding of accounting practices and procedures; must have excellent attention to detail; must be able to interpret a variety of instructions furnished in written, oral, diagram or schedule form; must be able to calculate figures and amounts; must act responsibly and ethically while working with sensitive financial information.

**WORKING CONDITIONS**
- This position requires long periods of focused reading and typing.
- Must be capable of multi-tasking with frequent interruptions to planned work activities.
- Must maintain a sense of urgency under tight deadlines.
- Must be able to respond and adapt quickly in a dynamic and changing environment.
- Must be able to handle the stress of dealing with issues in a professional manner.
- Must be willing to participate in seminars, training and/or thought leadership relevant to the position or industry.
- Follows all company and OSHA Safety regulations; works in a safe manner and uses personal protective equipment, if required; reinforces housekeeping and Keilhauer’s core values.
- Must be able to work

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