Accounts Payable/Receivable Representative

ACCOUNTS PAYABLE/RECEIVABLE REPRESENTATIVE
The City of Belleville, known as the 'Friendly City', is located at the mouth of the Moira River where it meets the picturesque Bay of Quinte. Experience world-class fishing, boating, cycling, and walking along approximately 14 kilometers of waterfront trails. Situated between Toronto and Montreal, and less than one hour from the U.S. border, the City truly is at the center of it all.

Approximately 56,000 people make Belleville their home and over 220,000 live within 30 minutes of the City. We are in close proximity to Prince Edward County where you can discover award winning wineries and numerous beaches including Sandbanks Provincial Park. We are home to Loyalist College of Applied Arts and Technology as well as Albert College, Canada's oldest co-ed boarding independent private school. The historic downtown core provides numerous restaurants, shopping and live music and theater venues for an amazing cultural experience. Our inviting blend of small town warmth and big city amenities, quality of life and affordable housing make Belleville the perfect place to live, work and play. More information is available at

Currently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individual to join our Finance Department as an Accounts Payable/Receivable Representative.

Position Type:
Temporary Full Time

Number of Positions:
One (1)

Department:
Finance Department

File Number:
SV26-04

Location:
City Hall (169 Front Street, Belleville, ON)

Hours:
35 hours per week; Monday to Friday, 8:30am to 4:30pm

Employee Group
: Union - CUPE

Salary:
Jurisdiction A
Grade 6 ($ $34.73 per hour)
Closing Date:
Monday, January 19, 2025 at 4:30 PM

Purpose And Scope
Reporting to the Manager of Finance/ Deputy Treasurer, the Accounts Payable/Receivable Representative is responsible for the accurate and timely processing, control, reconciliation, and reporting of City accounts payable and receivable transactions while ensuring compliance with City policies, procedures, and legislative requirements. The role also provides guidance and support to staff and departments regarding financial processes.

Key Responsibilities
This position will:

• Provide timely, accurate information to the Manager and respond appropriately to their directions and decisions.

Accounts Payable

• Verify and enter voucher/invoice, and purchase order information prepared and compiled by departments, ensuring compliance with established policies, procedures, and GST/HST regulations.
• Create, update, and monitor vendor accounts in financial software, including the verification and updating of electronic funds transfer (EFT) information.
• Remit government payments to the Receiver General of Canada.
• Process cheque, bill, and EFT payments; create and reconcile related reports.
• Separate and sort cheques for mailing or departmental distribution, maintaining control records.
• Process stale-dated cheques and stop payments, arranging replacements as directed.
• Verify and download cleared cheques daily; escalate issues and reconcile outstanding cheques.
• Process and reconcile the payables module at month-end.
• Maintain, input, and review monthly purchasing card reconciliations and supporting documentation for accuracy, approval, and completeness.
• Respond to daily account inquiries from internal contacts and suppliers and follow up with departments regarding vendor statements.
• Support and train departments on Accounts Payable policies and procedures, including providing guidance on issues surrounding invoices and/or purchase orders.

Accounts Receivable

• Create, update, and monitor customer accounts in financial software.
• Process and reconcile the receivables module at month-end.
• Prepare aged listings for management review and distribute supporting customer statements monthly.
• Review delinquent accounts and prepare detailed summaries for transfer to taxes.
• Review all credit balances and misapplied cash transactions; process and adjust entries as required.
• Respond to daily account inquiries from internal contacts and customers.
• Support and train departments on Accounts Receivable policies and procedures.

Other

• Maintain electronic filing system for payables and receivables, including scanning documents as required.
• Enter and upload general ledger journal vouchers.
• Communicate professionally and effectively with all stakeholders, promoting a high standard of customer service, with a focus on accessibility inclusive of the needs of a diverse community.
• Perform all tasks and responsibilities through the lens of Equity, Diversity, Inclusion, ensuring commitment to fairness, representation, accessibility and respect for diverse perspectives and cultures in all aspects of work.
• Perform all other duties as assigned.

Note: the above duties and responsibilities are not to be construed as all-inclusive.
Education/Training/Specialized Skills
Minimum Qualifications:

• Two (2) Year College Diploma in Accounting
• Satisfactory Criminal Record Check ("CRC") prior to commencing work at the City of Belleville.

Work Experience
Required Qualifications:

• One (1) year Accounts Payable/Receivable and General Ledger accounting experience
• Proven ability to communicate effectively with the public in person and on the phone and in written format
• Computer literacy with intermediate skills in Microsoft Office applications including Outlook, Word, Excel, etc.
• Exceptional organizational skills with the ability to manage multiple tasks and priorities in a demanding environment
• Proven ability to work with professionalism and confidence with all levels of management and the public
• Previous experience working with confidential and sensitive material
• Exceptional mathematical skills

Preferred Qualifications

• Working experience with municipal ERP financial software

What's In It For You

• Competitive market salary
• Optional Enrollment in OMERS Pension Plan
• Live, work, and play in the beautiful city of Belleville and experience all that it has to offer.

How To Apply

We thank all applicants who apply but advise that only those selected for an interview will be contacted.

Please be advised that the City of Belleville uses email to communicate with their applicants for open job postings. It is the applicant's responsibility to include an updated email address that is checked frequently and accepts emails from unknown users. As we send time-sensitive correspondence regarding recruitments via email, it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the job posting.

Applicants will be required to provide at their own expense a satisfactory criminal reference check dated within the past six (6) months and if deemed a requirement of the position, a driver's abstract to the Human Resources Department on or before the date of the interview but no later than the commencement of employment if selected.

The City of Belleville is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Division to ensure your accessibility needs are accommodated throughout this process.

Personal information and any supporting material will be administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).