#2023-25, Accounts Payable

3 weeks ago

Meaford, Canada MUNICIPALITY OF MEAFORD Full time

**Job Posting #: 2023-25**
**Job Title: Accounts Payable & Purchasing Coordinator**
Department: Financial Services
Reports To: Deputy Treasurer / Manager, Financial Services
Directly Supervises: None.
Status: Full-time, Permanent.
Hours per Week: 35

**Salary**: $53,992.90 - $65,628.70
**Application Due Date: Sunday, May 28, 2023**

Position Summary

This position provides corporate accounts payable services which include the
verification, authorization, reconciliation, tracking and payment of invoices, and
assistance in the compilation of information for the annual audit. This position also
coordinates procurement for the Municipality in accordance with competitive bidding
law, current regulations, the Municipality’s Purchasing Policy and industry best
practices. The position will ensure openness to the public, fairness and transparency
in the procurement process and opportunities.

Role Specific

**Responsibilities**:
Accounts Payable:
1. Verify invoice details, such as extensions, totals, early payment discounts,
HST/PST exemptions and charges; match vendors’ invoices against delivery
reports and against purchase orders for prices and terms; report invoice
discrepancies so that adjustments can be arranged.

2. Compile and organize all supporting documentation necessary for processing
payments and complete all required information for entry to the accounts
payable system; and assist departments in the coding of invoices.

3. Set up new vendor accounts, enter all information that pertains to the
vendor, e.g., address, phone number, terms for payment into the system;
prepare and post journal entries for vendors approved for preauthorized
payments; review vendor statements for statement accuracy.

4. Perform analyses of accounts, check data for accuracy and run necessary
registers and reports.

5. Prepare weekly cheque runs and process rush cheques when required; match
invoices to cheques before circulating to signatories; maintain A/P filing
system by filing cheque requisitions backup documentation after signing.

6. Respond to vendor’s queries regarding outstanding invoices which require
review of transactions in financial systems software and purchasing records
as well as consultation with other departments.

7. Perform year-end procedures for A/P and reconcile vendor accounts as well
as the A/P account in the General Ledger.

8. Generate void cheque and invoice cancellation paperwork and process stop
payment notice prior to voiding cheques, as required; reconcile all A/P

cancelled cheques monthly; process manual cheques, including confidential
items, when a cheque is required outside the normal cheque run; access
Municipality’s internet banking records to ensure all vendors with automatic
bank withdrawals have been processed in the A/P system.

9. Purchase money orders for the payment of invoices or cheque requisitions
requiring US funds; organize, contact and code courier services for
departments.

10. Receive and process all procurement card transactions, checking all entries,
and balances entries to card supplier statements, which includes all postings
to the General Ledger; advise the Deputy Treasurer of any missing receipts,
late submissions or unusual transactions; reconcile monthly supplier
statements and provide follow-up to ensure timely payment.

11. Assist in the preparation and compilation of information for the interim and
final Municipal audit.

12. Issue expense advance cheques and ensure that proper expense reports are
filed.

13. Process livestock claims for reimbursement to the claimant.

Purchasing:
1. Develop and administer progressive purchasing policies, procedures and by
- laws.

2. Manage the purchasing process, train all staff to ensure an understanding of
the purchasing policy and practices, monitor staff compliance and report non
- compliance to the Deputy Treasurer/Manager of Finance Services and
applicable Department Heads.

3. Coordinate with staff to create a bid schedule to follow throughout each
budget season.

4. Work in partnership with departments to prepare quotations, develop
tenders, request for proposal (RFP) documents and specifications.

5. Administer the complete bid process including issue and receipt of all bids,
addendum preparation, award, purchase orders, and contract database
maintenance. Includes posting of documents to external websites.

6. Assist with questions and support staff with the process in order to ensure
proper purchasing procedures and policies and followed.

7. Represent Finance & Purchasing Services at public openings of various
tenders, contracts and RFP’s ensuring all submitted contracts meet the
specified requirements.

8. Ensure best practices are followed through the coordination of information
and resources necessary to create and issue contracts as required.

9. Assist with the recommendation and award process of procurement in
accordance with the Policy & Procedures.

10. Work with contractors and consultants to ensure c

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