Position Summary

Temporary Full-Time Appendix D Support Staff, replacement contract position (Immediate need – November 23, 2026)

The Accounts Payable Clerk is responsible for processing the majority of invoicing related to purchase orders and the bookstore. The successful candidate will ensure the timely and accurate payment of invoices and will follow up on problem invoices to expedite payment. Of critical importance to this role is accuracy, accounting knowledge, and an understanding of HST rules.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department Monday to Friday, 8:30 a.m. to 4:30 p.m., with one day on-site at the Kitchener campus located at 3065 King Street East, and four days remote.

Responsibilities

• Verify and input invoices and cheque requisitions, ensuring accuracy in prices, taxes, receiving details, account numbers, and approvals
• Identify and correct cost centre manager coding errors prior to data entry
• Ensure HST is correctly claimed by validating provided data and ensuring accurate and timely entry at the source document level
• Digitally file invoices and supporting documentation in the electronic accounts payable files
• Add new vendors to the financial system and ensure the accuracy of entered data, including contact details and EFT banking information
• Investigate and resolve accounts payable issues, including responding to email and phone inquiries regarding unpaid invoices, lost payments, and invoices lacking purchase orders
• Expedite the receipt of credits and investigate old statements showing outstanding balances
• Determine the cause of accounts payable issues; take corrective action and follow up with relevant parties
• Manage employee expense claims by verifying values, taxes, account numbers, and approvals
• Ensure expense claims comply with the travel expense policy and educate employees on proper procedures and requirements
• Manage Purchase Card (p-card) responsibilities, including managing spending reports, reconciling and allocating expenses for approximately 250 cardholders, validating coding and tax allocations, maintaining vendor profiles and payments, and serving as backup to the Purchasing Administrator for card closures and limit adjustments
• Prepare complex account reconciliations and journal entries related to accounts payable control accounts, vendor clearing accounts, large invoice allocations, the US Bank account, and capital assets
• Provide backup support to the Accounts Payable Specialist and the Accounts Receivable Clerk

Qualifications

• Three-year diploma or degree in Accounting is required
• Minimum of two years practical experience in an accounting position following accounting principles and HST rules is required; accounts payable experience is preferred
• Strong organizational skills with the ability to prioritize a high volume of invoices while meeting strict deadlines
• Strong interpersonal skills, with the ability to communicate tactfully and effectively with all levels of College staff and external suppliers
• Proactive mindset with a willingness to take initiative and develop innovative solutions to problems
• High level of accuracy in data entry and mathematical calculations