Accounts Payable Specialist

How this Position Supports Our Client

The Accounts Payable Specialist is responsible for processing all payables accurately and within specified deadlines, maintaining strong vendor relationships. Our Client Company relies on Accounts Payable to make good business decisions that reflect an effective use of company resources. 

Duties and Responsibilities

Reporting directly to the Financial Analyst with day-to-day collaboration with the Accounting Supervisor, the duties and responsibilities of the Accounts Payable Specialist include, but are not limited to, the following:

Accounts Payable Processing

Reviews vendor invoices for accuracy obtains required documentation and approval, and processes invoices for payment within specified timelines;

Processes monthly recurring payments (I.e. tax payments);

Prioritizes vendor invoice payments to maximize cash discounts and meet payment terms;

Schedules domestic and international payments (cheque or transfer), emailing payment confirmation and detailed payment information as required, and issuing stop-payments as required; 

Responds professionally to all vendor inquiries within one business day; 

Reconciles vendor statements to system records, analyzing and correcting any discrepancies on a timely basis; and

Maintains thorough and accurate accounts payable records in accordance with company policies and accepted accounting practices.

Employee Expense Reports and Mileage

Process employee expense and mileage reports for payment within specified timelines, ensuring accurate coding and that all supporting documentation is provided (per company policy) and identifies expense irregularities/exceptions for manager review and approval;

Process and document monthly auto allowance and auto maintenance payments, verifying eligibility as per company policies;

Prepare and analyze any staff advances ensuring cash advances are applied correctly to subsequent expense reports; and

Obtains employee verification of fuel credit card statements by distributing to the cardholder within one business day of receipt and following up for approval.

Month End Reporting

Run Purchase Order Return Order Summary (end of the month) payable entries (AML/AMI);

Ensure all payments are posted for current month payable and prepaid entries (AML/AMI/CAI);

Accrue expenses paid but not posted; and

Run monthly reports as appropriate to ensure accurate payments.

Minimum Requirements      

High school diploma, with some post-secondary education in accounting or bookkeeping;

Thorough knowledge of basic accounting principles accounts payable and general ledger systems and procedures, and financial chart of accounts;

Demonstrated skills including effective problem solving, documentation/filing, analytical, and mathematical skills;

Highly organized, with a high level of accuracy, thoroughness, and attention to detail, and capable of proactively prioritizing and multi-tasking;

Ability to work both independently and within a team in a fast-paced and high-volume environment;