Accounts Payable Clerk

Catholic Education Centre, Peterborough

35 h/w (12 m/y)

JOB FUNCTION:

The Accounts Payable/Receivable Clerk is responsible for ensuring all accounts receivable, vendor invoices, cheque requisitions, employee expense reimbursements and petty cash reimbursements are processed accurately and on a timely basis in accordance with Board policies and procedures. Accountabilities include the resolution of payable/receivable issues with Board and vendor representatives; processing of approved expenditures; and providing information and support to the Board community regarding the accounts payable/receivable process and procedures to ensure the accounts payable and receivable function operates smoothly and efficiently.

JOB DESCRIPTION:

1. Compile documents from vendors and requestors for the purpose of initiating payment to vendors, employees, schools and students and initiating invoice preparation.

2. Ensure all documents have the appropriate level of departmental approval before processing.

3. Match vendor invoices and payment requests with purchase orders and check to ensure receipt entry has been completed prior to payment.

4. Correct inappropriate account codes.

5. Verify that goods or services received have been properly invoiced, including correct tax calculations and all extensions are correct.

6. Maintain a system of monitoring aged Receivable Invoices.

7. Audit the accuracy of data input by comparing the batch listing/invoice report with the supporting documentation.

8. Process payment of invoices, cheque requisitions, employee expense reimbursements and petty cash reimbursements, input receivable invoices.

9. Collect, secure and disperse cash and cheques, petty cash, prepare bank deposits; record and balance weekly/monthly.

10. File all cheque copies and receivable invoices along with supporting documentation in an orderly manner and ensure these files are maintained and secured in an appropriate location.

11. Reconcile vendor statements with paid invoices and follow up where required with Board staff and vendors.

12. Investigate outstanding purchase orders and follow up as required with purchase order initiator and/or the vendor.

13. Handle internal and external inquiries including providing copies of paid invoices to various departments and schools upon request.

14. Prepare letters to vendors and correspondence to staff dealing with various accounting issues.

15. Assist with the year-end balancing and processing, provide information to auditors as required.

16. Direct the work of others such as Co-operative Education students and provide training to new or temporary employees.

17. Assist and provide back-up in other areas of the department as required.

18. Perform other duties, office routines, clerical functions and requests as assigned by the Supervisor of Accounting.

JOB REQUIREMENTS:

1. Three year college diploma in Business Administration with an Accounting focus plus one year current accounting related experience.

2. Requires knowledge and skill in the use of computers for data input and retrieval, word processing, spreadsheets, electronic mail and internet.

3. Requires operating office equipment such as photocopier, calculator, inserter and envelope stuffing machine.

4. Requires knowledge of pertinent Government legislation and Ministry and Board policies, directives, regulations and procedures related to accounting and payment processing.

5. Requires communicating effectively and working cooperatively with Board personnel, agencies and the general public.

6. Required to maintain confidentiality in all facets of job performance.

7. Planning and coordination skills with the ability to prioritize own work

PVNCCDSB is committed to achieving excellence in Catholic education. We leverage our inclusive organizational culture to further build upon our dynamic and diverse workforce, reflective of the communities we serve. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code (OHRC), PVNCCDSB will work collaboratively and respectfully with you in all stages of the recruitment process and throughout your employment. For further information about what accommodation and accessibility look like at PVNCCDSB please refer to our website. If you require accommodation at any stage of the hiring process, please contact our HR Department.

In accordance with the Municipal Freedom of Information and Protection of Privacy Act, the personal information provided is collected under the Education Act and will be used to determine eligibility for employment.