THE UNITED COUNTIES OF LEEDS AND GRENVILLE
Corporate Services Invites applications for the position of:
Status: Permanent Full-Time

Shifts: Days, 35 hours a week

2024 Salary: $29.85 to $35.39

Location: Brockville, Ontario

Position Summary
Reporting to the Manager of Accounting/Deputy Treasurer, the Accounts Payable Clerk will perform the day-to-day general accounting duties as it relates to the accounts payable functions for the United Counties of Leeds and Grenville. The Accounts Payable Clerk follows the company policies and procedures as it relates to the Accounts Payable function ensuring coding, verification and approval is obtained for each invoice. This position is responsible for processing both cheque and Electronic Funds Transfer batches of a high volume and of significant financial value in a timely manner. The Accounts Payable Clerk also provides assistance to our vendors and company personnel responding to their inquiries in a timely manner.

Qualifications
Education, Certification & Licenses

Community College Diploma in accounting, or related field.

Experience

Minimum two (2) years experience in finance or bookkeeping.

Experience working in a Municipal setting would be considered an asset.

Knowledge, Skills, Abilities & Competencies

Proficient in Microsoft Office Suite (Word, Excel and Outlook). Microsoft Dynamics Great Plains and Work Tech experience would be considered an asset

Excellent interpersonal and communication skills; both written and verbal

Proven organizational and time management skills with the ability to meet specific deadlines

Proven ability to consistently maintain high quality standards

Meticulous attention to detail and a strong degree of accuracy/reliability

Summary of Position Responsibilities

Receive all invoices/credit notes via e-mail or directly through postal mail to sort for payment, determine which department the invoices belong to and code with appropriate G/L string where warranted

Maintain and update spreadsheets for G/L splits across different departments to determine the cost share allocation prior to invoice payment

Match packing slips and purchase orders when applicable

Promptly distributed all invoices to supervisors, managers, directors, or CAO for approval based on the Counties approved signing authorities

Review all approved invoices for proper approval and enter batches into the financial system(s) for payment in accordance with established policies and procedures

Maintain an accurate filing system and ensure all invoices and payment documentation are filed in a timely manner





Process weekly meal allowance reimbursement payments for Paramedic Service employees

Prepare and reconcile monthly preauthorized payments for all locations

Process both weekly and ad hoc EFT and cheque batches in accordance with established policies and procedures

Process bank approvals/confirmations and file for record keeping.

Process payment batches in Great Plains for CSS

Deposit cheques weekly

Deliver Bank deposits

Collect and match all fuel receipts for all public works vehicles

Maintenance of /update to vendor information in UCLG systems.

Answer both phone calls and e-mails from vendors to respond to payment inquiries such as timing of payments, payment discrepancies, disputed invoices or other general questions

New Vendor set up: requests come from various departments for current vendor set up and employee meal allowance or mileage claims that require set up.

Ensure any new EFT information is verbally verified prior to making any changes in the Counties financial system and receive secondary approval when setting up EFT information to reduce the risk of fraud

Execute a prenote report in the financial system and have this reviewed and approved before the Accounts Payable Clerk does a final review of the documentation and files it electronically

Enter Station Supply Requests to update inventory for Paramedics Services in Great Plains

Pull invoices and/or research payments to assist departmental inquiries

Prepare and maintain accounting records and entry of data into the computer system

Monitor postage machine for sufficient postage

Provide back-up support and/or assistance for other Accounting Services team members

Provide administrative support in the form of filing, typing of correspondent and reposts, and preparation of spreadsheets

Assist with the preparation of year-end working papers for year-end audit and assists with internal auditing as required

Keep apprised of and adhere to Counties’ policies and procedures regarding travel, cleaning, rental and lease contracts, and maintains an accurate filing system of back-up documentation

Transfer current year invoicing for records retention and prepare folders for next year at end of year

Legislative Requirements




Perform responsibilities of position within legislative and regulatory standards set out in applicable Federal and Provincial Legislation; Municipal Acts, By-Laws and Operational and Human Resource policies/codes of the United Counties of Leeds and Grenville.

Ensure a high level of respect for confidentiality for both the organization as a whole and staff as per the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

Protect health and safety of self and others via safe work practices, immediately reporting unsafe conditions and attending all relevant in-services regarding occupational health and safety. Follow all guidelines for employees/employers as legislated under the Ontario Health and Safety Act.

Adhere to applicable legislation, including Employment Standards Act, Labour Relations Act, Ontario Human Rights Code, Occupational Health and Safety Act, Workplace Safety and Insurance Act, Personal Health Information Protection Act, and other applicable Human Resources legislation.

As set out in the United Counties of Leeds and Grenville’s Emergency Plan, perform duties upon the declaration of an emergency.

Financial & Budget Responsibilities
For payments greater than $25,000, ensure proper approval in place prior to payment (i.e. non-standard procurement memo, procurement memo or Council approval).

Physical Skills
Position requires considerable visual and auditory attention with attention to detail. Regular use of office equipment with some coordination and speed required where work operations are not constant and there is choice of workflow.

Working Conditions

Mostly inside work, working in an office environment.

Hours of work per week: 35 hours.

Work involves frequent interruptions to respond to demands.

Work outside of normal business hours to meet organizational needs as required (minimal).

Infrequent overnight trips for training.

The foregoing Job Description reflects the general duties necessary to describe the principal functions of the job identified, and shall not be construed to be all of the work requirements that may be inherent in this classification.

Applicant information is collected under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and will only be used for candidate selection.

The United Counties of Leeds and Grenville is committed to providing a recruitment and selection process that is both inclusive and free from barriers. Accommodations for job applicants with disabilities are available upon request, and will be provided in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.

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📌 Accounts Payable Clerk (Ontario)
🏢 United-Counties-of-Leeds-and-Grenvill
📍 Ontario