Job Title: Accounts Payable Administrator

Department: Finance & Strategic Operations

Position Type: Full-time, Permanent

Hours: 35 hours per week

Expected Start Date: April 6, 2026

Application Deadline: March 12, 2026

What we offer:

• Flexible work arrangements
• Comprehensive Benefits package includes Extended Health Care, Dental Benefits, Basic Life Insurance, Accidental Death and Dismemberment, Short-Term and Long-Term Disability, and Employee and Family Assistant Program (EFAP)
• Employer-matched Pension Plan at 5%
• Generous paid time off, including Vacation days, Sick Time
• Working in a beautiful park setting
• Free entrance to the Park, including to our many public special events
• Employee discounts on food and retail items and free parking

Who We Are: Heritage Park is Canada's largest living history museum and offers visitors a chance to experience life in Western Canada from the 1860s to the early 1950s. The park features historical buildings, costumed interpreters, working antiques, and various exhibits that provide insight into the region's past.

Job Overview: The Accounts Payable Administrator is responsible for the accurate, timely, and compliant processing of all accounts payable transactions for Heritage Park. This role ensures invoices and payments are processed in accordance with internal controls, nonprofit accounting standards, privacy legislation, and organizational policies.

The Accounts Payable Administrator works closely with internal departments and external vendors to ensure financial documentation is complete, properly authorized, accurately coded, and paid within established timelines. This role supports strong vendor relationships and contributes to the integrity of the Park’s financial operations.

Responsibilities: Accounts Payable Administration (60%)

• Receive, review, verify, and process vendor invoices in a timely and accurate manner.
• Ensure proper authorization, coding, and supporting documentation for all payments in alignment with budgets and the chart of accounts.
• Prepare and process electronic payments, cheques, and other disbursements in accordance with established payment schedules.
• Perform vendor statement reconciliations and resolve discrepancies in coordination with departments and vendors.
• Respond to vendor inquiries regarding payment status and resolve issues professionally and efficiently.
• Maintain accurate vendor records within Business Central, including setup of new vendors and updates to existing accounts.
• Monitor accounts payable aging and ensure timely payment to maintain positive vendor relationships.
• Ensure compliance with internal financial controls and approval workflows.

Financial Data Entry & Record Maintenance (25%)

• Enter and maintain accurate financial data in Business Central, including invoice entries and adjustments.
• Review entries against source documentation to ensure accuracy and completeness.
• Maintain organized digital and physical filing systems for accounts payable documentation.
• Scan, digitize, and archive financial records in accordance with retention policies and privacy legislation.
• Support audit documentation preparation by ensuring invoices and supporting files are complete and accessible.

Reconciliation & Audit Support (20%)

• Assist with monthly reconciliation of accounts payable sub-ledger to the general ledger.
• Support credit card reconciliations and expense report processing.
• Assist in month-end and year-end closing activities related to payables.
• Identify discrepancies, process gaps, or improvement opportunities and escalate to Finance leadership.
• Support internal and external audits by compiling documentation and responding to information requests.

Team & Stakeholder Support

• Provide professional, timely communication to internal departments and external vendors.
• Act as the primary point of contact for accounts payable inquiries.
• Demonstrate discretion and confidentiality when handling financial and sensitive information.
• Contribute to a collaborative, solutions-focused Finance team environment.

Organizational Excellence and Wellbeing

• Contribute to inspiring and immersive experiences at the Park by engaging in Heritage Park initiatives that align with our mission and vision, ensuring authenticity in our historical setting and stories.
• Actively support a positive work environment by creating an atmosphere of inclusion, engagement, belonging, and fulfillment for employees and volunteers, in line with Heritage Park values.
• Recognize all contributors to our community as integral to our success, fostering a sense of community and collaboration.
• Demonstrate responsible stewardship of our people, collections, and financial assets by driving growth with innovation, transparency, and financial sustainability, while embracing our historical assets and recognizing all contributors.
• Demonstrate commitment to workplace health and safety by complying with Heritage Park's Health, Safety and Environment Management System (HSEMS), following safe work practices, reporting work-related incidents, injuries, and hazards, participating in employer training, and adhering to policies including the Code of Conduct and the Workplace Violence and Harassment policy.

Required Qualifications:

• Organizational Excellence and Wellbeing
• Contribute to inspiring and immersive experiences at the Park by engaging in Heritage Park initiatives that align with our mission and vision, ensuring authenticity in our historical setting and stories.
• Actively support a positive work environment by creating an atmosphere of inclusion, engagement, belonging, and fulfillment for employees and volunteers, in line with Heritage Park values.
• Recognize all contributors to our community as integral to our success, fostering a sense of community and collaboration.
• Demonstrate responsible stewardship of our people, collections, and financial assets by driving growth with innovation, transparency, and financial sustainability, while embracing our historical assets and recognizing all contributors.
• Demonstrate commitment to workplace health and safety by complying with Heritage Park's Health, Safety and Environment Management System (HSEMS), following safe work practices, reporting work-related incidents, injuries, and hazards, participating in employer training, and adhering to policies including the Code of Conduct and the Workplace Violence and Harassment policy.

Hours of Work:

• The standard hours for this position are 35 hours per week;
• The schedule will generally be five consecutive days per week (Monday to Friday); and
• Occasional holiday, evening, and weekend work may be required