Accounts Payable Specialist #521

This is a great opportunity to join an organization that is committed to ending homelessness and improving the lives of the most vulnerable members of our community. Our nearly 400 team members are dedicated, passionate, and compassionate professionals and the Victoria Cool Aid Society is committed to providing a working environment that is diverse, equitable, and inclusive.

We offer a generous extended health care package and a defined contribution pension plan. We are committed to life-long learning and providing our staff with a wide range of opportunities including professional development courses, training seminars, and health and mental wellness workshops.

Reporting to the Manager of Finance, the Accounts Payable Specialist processes a high volume of accounts payables (+250 weekly) with a high degree of efficiency and accuracy and includes payment of invoices, employee expense claims, and credit card purchases in a multi-department environment. The AP Specialist provides outstanding customer service to internal and external stakeholders on a variety of matters relating to accounts payables. The AP Specialist is responsible for all aspects of the Accounts Payable function.

The Accounts Payable Specialist will work closely with staff and management, and external organizations to prepare payments, reconcile invoices, record expenses, and investigate any anomalies and inconsistencies.

The successful candidate will have exceptional multitasking abilities, superior analytical skills, and be able to work independently while also being aware of when an issue needs to be escalated. This position requires a thorough knowledge of accounting principles and a good understanding of Canadian accounting standards, specifically as they relate to expense recognition and accounting for not-for-profits. Strong written and verbal communication skills are needed, as this position will involve communicating financial information to a variety of internal and external stakeholders.

Key responsibilities will include, but are not limited to:

Accounts Payable Processing

• Preparing general ledger account and department coding and ensuring appropriate support documentation.
• Ensuring appropriate authorization for payments.
• Data entry into the Accounts Payable module of Microsoft Dynamics GP.
• Creating complex spreadsheets and summarizing billings for import into accounting system (using integration manager).
• Reconciling invoices to vendor statements.
• Processing payments (cheques, EFT, or PAD) function on a weekly basis and assembling cheques or advice forms with supporting documentation for the authorized cheque signatories.
• Reviewing the outstanding payables listing monthly to ensure proper application of invoices and payments to vendor accounts.
• Investigating anomalies and variances and resolving by contacting the supplier or department for verification or documentation.
• Maintaining systematic vendor invoice/payment files.
• Setting up new vendor accounts, maintaining vendor contracts/service agreements, and tracking and monitoring contract terms (payments, renewals, etc.).
• Annually preparing T4A forms for honorarium recipients.
• Maintaining petty cash fund.
• Responding to requests from staff, service providers or stakeholders such as auditors for detailed information regarding expenses. Assisting auditors with sample requests for preliminary and year end audits and providing the necessary explanations.
• Directing and supporting the Accounting Assistant as related to accounts payable processing.
• Provides guidance to all employee groups on correct interpretation and application of finance polices and escalates concerns to upper management levels involving individual staff issues.
• Assigns work to the Accounting Assistant and reviews for accuracy and completeness.
• Resolves complex issues both externally and internally both independently and with consultation with supervisor.
• Responsible for coordinating the key functions of accounts receivable for planned absences through delegation and consultation with supervisor.

General Accounting

• Recording and reconciling prepaid expenses, IT inventory, postage, and construction costs to appropriate GL accounts for applicable periods(s).
• Creating adjusting journal entries with guidance and/or direction from Manager of Finance
• Reconciling payables clearing and payables control accounts and other G/L and/or A/P accounts monthly; working with Manager of Finance to resolve discrepancies.
• Assisting with the creation or revision of policies and procedures pertaining to accounts payable.
• Providing support and orientation to program staff to ensure policies are understood and correct forms are used and completed accurately.
• Ensuring the completion of enrolment forms for clients receiving honorariums.

Job Information

• Hourly Wage Rate$25.13
• Work DaysMonday – Friday.
• Working hours:8:30am – 4:30pm. Hours may be longer during busy periods.
• Weekly Hours: 40 hours.
• Work Location: The Annex - 821 Burdett Ave. Remote work is available.
• BenefitsEligible for 100% employer paid benefits including extended health care and a defined benefit pension plan.
• Job Type:Full time– Permanent.

Qualifications:

• Completion of Grade 12 and at least two years post-secondary education in accounting theory courses or completion of level 2 core of the CPA PEP program. Current enrolment in an accounting program is an asset.
• Ministry of Public Safety and Solicitor General Criminal Record Check.

Requirements:

• Three to five years of directly related experience in a high-volume, fast-paced, multi-departmental environment.
  
• Must be proficient using accounting software (Microsoft Dynamics GP or similar ERP) and have an advanced level of Excel.
• Experience in non-profit organizations is an asset.

As of November 1, 2021, Cool Aid requires that all its staff are fully vaccinated (7 days past their second dose of vaccine) against COVID-19. If you are offered employment, it will be contingent on you providing proof of vaccination prior to your first day of employment. If proof of vaccination is not provided, the offer of employment will be rescinded.