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Accounting Assistant, Accounts Payable

3 weeks ago

Strathmore, Canada Wheatland County Full time
Accounting Assistant, Accounts Payable

Position Reports To: Manager of Financial Services

Position Summary:The Accounting Assistant, Accounts Payable is responsible for processing all types of accounts payable invoices accurately and within payment terms utilizing integrated financial software. The Accounting Assistant, Accounts Payable also performs monthly and year-end tasks including vendor statement and account reconciliations while providing high quality customer service to internal and external customers.

The Accounting Assistant, Accounts Payable, works closely with the Finance team to provide backup support and cross‑train team members in all accounts payable functions as needed. They also serve as the primary receptionist at the front counter, handling face‑to‑face public and customer inquiries, and train staff to ensure seamless coverage of accounts payable when required.

Key Responsibilities:

Accounts Payable:

  • Receives and verifies invoices for goods and services and verifies that the transaction complies with financial policies and procedures.
  • Process invoices for payment including employee expenses, refunds, payment vouchers, courier charges, utility bills, etc., accurately and within deadlines.
  • Validate signing authority, GST calculation, freight as required; ensure duplicate invoices are not processed for payment; review, correct and post accounts payable batches.
  • Handle vendor credit applications and validate vendor banking setup details.
  • Handle the cheque run process twice monthly; run reports, verify payments, print and disburse cheques and EFT payments.
  • Process monthly direct debit payments; verify to the bank statement.
  • Process stop-payments including void and stale-dated cheques.
  • Complete general ledger account reconciliations.
  • Participate with year-end accruals and audits, as required.
  • Liaise frequently with others to communicate changes and resolve problems.
  • Work with department staff to investigate issues; correct errors regarding receipts, invoices or vendor statements.

Office Administration and Reception

  • Oversee front-desk operations: Answer calls, operate the switchboard, maintain directories, manage the general inbox, direct inquiries, and greet visitors, verifying security credentials as needed.
  • Deliver customer service: greet customers, provide information, assist with Wheatland County forms and applications, process payments, issue receipts, and reconcile card terminals.
  • Handle mail and communications: open, sort, and distribute incoming/outgoing mail, faxes, courier shipments, and secure legal proposals.
  • Coordinate office resources: monitor and top up postage meters; schedule equipment maintenance, order flowers and meals; stock supplies, photocopiers, and common areas.
  • Maintain reception and public areas: keep bulletin boards, reception, and staff kitchen tidy and up-to-date.

Other

  • Ensure adherence to all applicable Wheatland County policies and bylaws.
  • Ensure compliance with OH&S including attendance at safety meetings, being properly trained in OH&S related topics, and ensuring work is completed in a safe manner.
  • Appropriately, and in a timely manner complete administrative tasks (e.g., personal timesheet entries).
  • Relate to and communicate with co-workers, management, customers and the public sincerely, clearly, tactfully, promptly and courteously; respond to inquiries and complaints promptly and professionally.
  • Perform tasks, consistent with the position, including special projects / assignments, as may be required on an ad hoc basis.
  • Provide back up coverage for other financial service functions, as required.
  • Fulfill other project or office related duties as required.

Qualifications:

  • Minimum of grade 12 or equivalent.
  • Diploma in Business Administration/Account or equivalent Certification in accounting.
  • Minimum 2 years of accounting experience.
  • Proficiency in computer programs including Word, Excel, Outlook, and accounting software programs such as Diamond and MS Dynamics GP software.
  • Prior experience with Laserfiche would be considered an asset.
  • Attention to detail and a high level of accuracy.
  • Effective interpersonal communication skills with ability to establish and maintain good public relations.
  • Strong organizational and time management skills.
  • Ability to work independently with minimal supervision and cooperatively in a team environment.
  • An equivalent combination of education and experience may also be considered.
  • Valid Class 5 Alberta drivers' licence.

Working Conditions:

  • This position works a 5 day work week, Monday to Friday, with one day off in a 3 week cycle; hours of work: standard 37.5 hour work week.

Education : Other trades certificate or diploma

Experience : 2 years to less than 3 years