Accounts Payable Clerk

3 months ago

Stony Plain, Canada Parkland School Division Full time

Are you interested in working with our dynamic and progressive school division to pursue excellence in education for students, professional learning opportunities, a flexible health benefits package, and a workplace that embraces diversity? Then we are the place for you

**Who we are and what we value**:
Parkland School Division (PSD) is a large progressive school jurisdiction serving Spruce Grove, Stony Plain, Fort Chipewyan and Parkland County. PSD meets the diverse educational needs of over 12,000 rural and urban students among 23 sites, including outreach schools and alternative education programs.

Our values are what guide us. We assure supportive learning environments, meaningful experiences and healthy relationships that create opportunities to develop resilience, to gain diversity in perspectives and to achieve enduring success for both staff and students.

Codes, verifies, records and processes vendor invoices for payment.

Maintains master files for the purchasing and payables system.

Makes recommendations for improvements to processes

Assists with the preparation of year-end financial statements.

Provides general assistance to the Financial Services Department.

**Typical Duties**:
**Matches and checks all incoming invoices by**:
Checking amounts and extensions and ensuring time schedules are met and invoices are paid on schedule.

Communicating with all departments
- Division Office and schools.

Acting as a general information source for department personnel regarding purchase orders, invoices, cheque requests and expense claims.

Checking for proper approval/authorization on cheque requests and expense claims.

Coding of all utility and telephone invoices and expediting payment within due dates.

**Processing authorized invoices for payment by**:
Matching invoices to purchase orders.

Comparing purchase order quantities and prices to invoice quantities and prices and ensuring they correspond and obtaining authorization for any discrepancies.

Ensure submitted invoices align with Division policies and procedures

Checking extensions on invoices and account codes on blanket orders.

Inputting approved vendor information and maintaining database.

Receiving and verifying purchase orders for school and Division Office departments.

Data entry of accounts payable system.

Reviewing edit lists for accuracy, completion on ensuring that no duplicate payments are made.

Set up and printing of cheques and all cheque registers and reports.

Preparing manual vendor expense cheques.

Matching all enclosures to cheques.

Mailing out or delivering cheques.

**Assists in year-end by**:
Contacting departments, schools and vendors for documentation of goods received.

Researching outstanding requisitions and resolving any disputes.

Reconcile vendor statements.

Assists external auditors with year-end audit.

Acts as backup relief and vacation/sick coverage for reception including:
Answering phones.

Greeting external guests.

Booking meeting rooms.

**Maintains fee management system by**:
Assists secretaries with questions and/or problems with student fees.

Set up and processing of waiver groups, payment plans, maintenance of fees and preparation of outstanding student fee statements.

Maintain fee management system including new year startup, providing training and implementing new features.

Assists with the collections process.

**Collects and verifies waiver forms by**:
Working with families to ensure proper documentation is submitted.

Educating families and Division staff on the waiver process.

Preparing information for Division review of forms.

Corresponding with families on the waiver results.

**Qualifications**:
Completion of Grade 12 or equivalency is required

Strong computer skills including Microsoft Excel skills with the ability to create formulas, pivot tables and manipulation of data is required

Proficient in Atrieve (Accounting Software) with the ability to support Division staff is required

Proficient with Rycor Fee Management Software (This position will be the Rycor Administrator for the Division and will be the first point of contact for the Division) is required

Experience with fee waiver administration and assisting the public in calm and supportive manner is required

Knowledgeable in Powerschool including student registration and student lookup

Experience with vendor set up and maintenance, processing honorariums, invoices, collections, etc is required

Knowledge of internal controls and an understanding of the Division’s Policies and Procedures

This position requires the ability to work in a busy team-oriented environment with demanding timelines, while dealing with sensitive and confidential information.

**What PSD has to offer**:
Defined-benefit pension plan (LAPP)

Completive benefit package and health spending account

Flexible and fun work environment

Earned Day-Off (EDO) program

Professional Development opportunities

This position requires a current criminal

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