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Accounts Payable Assistant

2 weeks ago

Agassiz, Canada Seabird Island Band Full time

**Position Summary**

Seabird Island is committed to upholding financial integrity while supporting community-centered values. We are seeking an Accounts Payable Assistant to join our team, lives our values, shares our commitment to building great relationships and wants to contribute to our great culture.

Under the direction of the Accounts Payable Supervisor, the Accounts Payable Assistant will work collaboratively to provide timely and accurate administrative support related to accounts payable and other finance operations. This includes processing invoices, maintaining financial documentation, and supporting the Accounts Payable Supervisor with daily workflow. The role also supports general finance administrative duties and contributes to a respectful, inclusive, and organized financial environment.

**What You'll Do**

**Invoice and Payment Processing**
- Processes invoices, travel claims, reimbursement and petty cash requests using company processes and software.
- Charges expenses to appropriate accounts and cost centers by analyzing invoice and expense reports.
- Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.
- Reconciles processed work by verifying entries and comparing system reports to balances.
- Processes cheque runs, EFTs (electronic funds transfers), and pre-authorized payments for authorization and release.
- Issues and forwards authorized manual cheques for signing and maintains accountability for cheque distribution to vendors and staff.
- Reports taxes by calculating requirements on paid invoices.

**Vendor Account Management**
- Verifies vendor accounts by reconciling monthly statements and resolving discrepancies.
- Researches and resolves problem invoices and receipts in collaboration with purchasing and program teams.
- Maintains and updates vendor files, including contact and banking details, and supports professional communication with vendors.
- Receives and sort daily mail; checks incoming invoices against open purchase orders and forwards unmatched items to purchasing.

**Filing and Documentation**
- Oversees all filing, including filing vendor invoices with cheque stubs or remittance slips in corresponding vendor files (physical and/or digital).
- Maintains accounting ledgers by verifying and posting account transactions.
- Ensures the accurate and timely completion of required forms, records, and documentation for internal and external use.
- Maintains organized filing systems in accordance with records retention and audit standards.

**Administrative and Team Support**
- Provides administrative and workflow support to the Accounts Payable Supervisor and Finance Team, including organizing documents for meetings, audits, or reporting.
- Assists with month-end and year-end closing processes and report preparation.
- Participates in reconciliation of company credit cards and petty cash disbursement entries.
- Prepares listings of payment batches or cheques for review and signature by designated signing authorities.
- Participates in team meetings, project teams, and committees as required.

**Financial Integrity and Improvement**
- Monitors purchase orders throughout the fiscal year.
- Escalates stop-payments and amendments to purchase orders to the Accounts Payable Supervisor, and follows up on financial discrepancies as needed.
- Supports continuous improvement by identifying opportunities to streamline financial workflows and enhance equity in accounts payable processes.

**Organizational Commitment**
- Demonstrates respect for diverse cultural protocols and integrates decolonized practices into financial work.
- Supports the values of community governance, transparency, and Indigenous rights in financial transactions.
- Maintains confidentiality, professionalism, and integrity in all financial and administrative tasks.

**Other Duties**
- Additional responsibilities as needed to support the community and uphold our shared values.

**Working / Special Conditions**
- Initial and ongoing commitment to the values and guidelines of Sq'éwqel (Seabird Island Band), including our policies, procedures, standards of practice, and laws, is essential. This commitment supports our collective work, the community, and the responsibilities of this role

**What You Bring**

**Qualifications**:

- Secondary school completion required; coursework in finance, accounting, or office administration is an asset.
- 1-2 years of experience in accounts payable or related financial administration role preferred.
- Experience with accounting software and ERP systems (e.g., iCity, or similar) an asset.
- Excellent attention to detail and accuracy in data entry and reconciliation.
- Strong organizational and time management skills.
- Proficient with Microsoft Office Suite (especially Excel, Outlook, Word).
- Able to manage confidential and sensitive information with discretion.
- Collaborative, respectful, and responsive when working with internal te