Provide quality control and verify all invoices to ensure that the proper authorization and documentation is provided to support the request as well as validating the PO has enough funding to process the invoice.
Verify all employee expense claims for completeness, accuracy and compliance with internal policies governing employee expenses and allowances as well as authorizations.
Notify employees when expense claims are outside policy or inaccurate to correct or obtain additional approvals as required.
Verify the GL coding of invoices and travel expense claims are in compliance with the Department’s accounting and budget structure.
Enter and post all documents to the accounts payable sub-ledger and maintain the supplier database in Great Plains which includes working with Procurement team to gather required information to create/update supplier profile in timely and accurate manner.
Prepare payments (cheques, EFTs, wires) for all accounts payable and ensure that the payments are approved by authorized staff and dispatches the payment to the payee.
Prepare payment remittances outlining details of invoices included in the payment and send via email to suppliers.
Prepare annual/quarterly accounts payable accruals and other information as required for year end and quarterly financial statement preparation.
Send out monthly corporate visa statements to the cardholder/administrative assistants to gather the supporting documents and coding information. Ensure all transactions have proper support and appropriate approval obtained prior to visa statements being paid out.
Ensure that regular monthly, quarterly and annual payments are processed and paid in a timely fashion.
Respond to inquiries and resolve problems in accounts payable through contacts with staff and suppliers.
Review supplier statements and reconcile AP balances, resolve any variances and respond to payment status inquiries.
Manage Accounts Payable mailbox and ensure all emails are responded to on timely basis.
Track and prepare monthly reports for posting on Open Government portal with respect to the travel and hospitality expenses incurred by the Executives and the Board members.
Respond to enquiries/resolve problems with expense reimbursement export from Chrome River to Great Plains.
What you must have:
2+ years of accounts payable experience.
College and/or University diploma/degree.
Knowledge of accounts payable cycle and policies governing employee expense claims and allowances.
Experience working with Microsoft Excel.
Effective communication skills (both orally and in writing)
Ability to work effectively under time constraints as well as multitask
Knowledge of Great Plains, preference is hands on experience with GP.
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