JOB SUMMARY

The Senior Specialist, Accounts Payable is responsible for managing accounts payable processes, ensuring accurate and timely processing of invoices and payments, maintaining electronic filing system of payables records, and maintaining strong vendor relationships. This role involves leading process improvements, resolving escalated issues, and supporting the overall efficiency and effectiveness of the accounts payable function.

JOB DETAILS

Accountabilities

Advanced Invoice Processing:

• Data entry of invoices in a high-volume environment.
• Ensure proper coding of invoices to the correct general ledger accounts and cost centres.
• Verify invoice accuracy, including matching purchase orders and receiving documents.
• Ensure invoices are routed through the proper approval workflow as per established policies and procedures.
• Support importing records from other information systems including an employee expense reporting, procurement, and travel booking systems.
• Identify and investigate discrepancies.

Payment Management:

• Oversee the preparation and processing of payments including wire transfers, EFT payments, ACH payments, cheque runs, and e-transfers.
• Ensure all payments are processed according to company policies and procedures.
• Maintain accurate and organized records of all payments.
• Respond to management payment queries and obtain payment approvals from authorized signatories.
• Monitor and address stale-dated payments per established procedures.

Vendor Relations:

• Maintain and update vendor files and information.
• Communicate with vendors regarding payment status, discrepancies, and resolve escalated issues.
• Reconcile vendor statements and follow up on outstanding invoices or credits.

Reconciliation and Reporting:

• Perform monthly reconciliations of accounts payable-related accounts, including corporate credit card accounts.
• Perform month-end accounts payable closing processes.
• Prepare accounts payable reports and analyses as needed.

Collaboration and Support:

• Provide guidance and support all users of the accounts payable and purchasing system across the organization.
• Perform user acceptance testing and post-production validation testing when system upgrades, improvements are being implemented.
• Lead and participate in special projects and initiatives as required.
• Collaborate with the Controller’s Group to support overall department goals and objectives.

Audit and Compliance:

• Actively monitor and ensure adherence to company policies, internal controls, procedures, and accounting policies.
• Ensure compliance with regulatory requirements, including GST/HST, QST and provincial sales tax and company policies.
• Update internal controls process and ensure compliance.
• Assist with internal and external audits by providing necessary documentation and explanations.
• Maintain confidentiality of financial information and adhere to ethical standards.

Process Improvement

• Identify opportunities for process improvements and recommend solutions.

KNOWLEDGE AND SKILL REQUIREMENTS

Level of Education

• Secondary school diploma required.

Job Related Experience

• Minimum of 3-5 years of accounts payable or general accounting experience.

Skills and Background

• Proficiency in accounting software (e.g., Oracle) and MS Office Suite, particularly Excel.
• Understanding of GAAP, accounts payable processes, and internal controls.
• Strong attention to detail and accuracy in processing transactions.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Advanced analytical and problem-solving skills.
• Ability to work effectively within a team and collaborate with cross-functional teams.

COMMUNICATIONS

Excellent verbal and written communication skills, with the ability to convey complex information clearly.

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