Accounts Payable and Procurement Clerk

7 days ago

London, Canada LONDON PUBLIC LIBRARY Full time

**LONDON PUBLIC LIBRARY** is looking for a talented individual to join our Financial Services team for a Temporary Full-Time position (Up to 12 months covering a Maternity Leave) as:
**Accounts Payable and Procurement Clerk**

**Position Summary**:
Reporting to the Administrator, Financial Services, the Accounts Payable and Procurement Clerk is accountable for the timely recording, tracking, reconciliation and payment of all invoices payable by London Public Library following generally accepted accounting principles and Library policies and procedures. S/he is also responsible for processing all of the Library’s procurement in accordance with Library policies and applicable legislation. The Accounts Payable and Procurement Clerk works in collaboration with other members of the Financial Services team to maintain the accuracy and confidentiality of all financial records.

**Accountabilities**:
**1. Accounts Payable**
- Receives, and prepares all invoices for payment, ensuring that that Procurement Policy is adhered to at all times.
- Reviews invoices for appropriate authorization and verifies that supporting documentation is provided. Follows up with the supervisor and / or vendor regarding discrepancies.
- Ensures that all invoices are correctly allocated to the appropriate fund line.
- Posts supplier invoices into Sage 300 following established procedures.
- Verifies that all collections materials invoices imported from the Acquisitions module reconcile to Sage 300 before payment.
- Ensures that vendors are paid on a timely basis, conferring with Administrator, Financial Services regarding cash flow.
- Responds to vendor inquiries regarding status of invoice payment.
- Reviews and reconciles monthly supplier statements to Library records. Contacts vendors to request outstanding invoices or to resolve discrepancies.
- Reconciles Sage 300 aged payables report to the general ledger. Resolves difference if out of balance.
- Ensures that all invoices are posted to the correct accounting period.
- Verifies accuracy of HST amounts and allocates to correct accounts for future remittance / reimbursement. Tracks self-assessment where necessary.
- Prepares and reconciles HST remittances, reconciling to the general ledger and ensuring compliance with Canada Revenue Agency (CRA) legislation and deadlines.
- Keeps current with new developments in HST legislation.
- Provides program budget detail for all locations as requested. Collaborates with Supervisor / Manager / Director to resolve discrepancies or provide instructions. Prepares and posts journal entries as necessary.
- Monitors and reconciles cash advances.
- Manages and maintains corporate credit card program in collaboration with Administrator, Financial Services.
- Maintains and prepares travel and conference reports for City of London.
- Tracks and reconciles external programmer payments for producing T4As at year end, including collection of programmer confidential information.
- Provides documentation and answers questions as requested during the annual audit process by the external auditors.
- Under general direction, creates, implements and maintains Financial Services forms, templates, procedures, etc. to be used both internally and externally, as needed.
- Maintains complete and accurate files, accessible to other Financial Services staff for reference.
- Provides office support and vacation relief, as necessary, for the Financial Services department
- Performs other duties as may be assigned by Administrator, Financial Services.

**2. Procurement**
- In consultation with the Administrator, Financial Services, is responsible for the processing of all centralized procurement, including, but not limited to;
- In collaboration with the applicable Coordinator, Manager and/or Director, prepare the public procurement documents.
- Post and distribute the procurement documents publicly.
- Coordinate the response to external party questions and issue public addendums, when required.
- Coordinate site visits, presentations, interviews, team meetings, etc. as required for each procurement
- Support staff in developing an evaluation matrix, completing the evaluations and preparing recommendations to the appropriate approval authority.
- Follow up with external parties regarding any procurement inquiries or requests.
- Maintains and updates the Library’s online bidding system. Participates in software training and provides assistance to other members of Financial Services, as needed.
- Ensures that staff follow correct procedures for ordering supplies; places Finance supplies orders, ensuring that expenditures are within budget.
- Assists staff and external partners in contract administration tasks, as required.
- Assists in reviewing and maintaining organizational compliance with the Library’s Procurement of Goods and Services Policy. Reports any issues or concerns to the Administrator, Financial Services.
- Assists in the preparation of the annual procurement

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