Part-time Accounts Payable Clerk (3 months) (algonquincollege)

The position is responsible for ensuring vendor invoices are properly entered into the College’s ERP system, Workday, and verifying the documentation necessary to initiate a payment to an  External supplier for goods and/or services received. In addition, this position provides support to internal College employees and responds to information requests from external vendors. Also, this position reviews and verifies employee expense reports for accuracy and compliance with College policies. 

Duties and Responsibilities:

Processes Invoices By:

• Generating payments for purchase order contracts (supplies and services) in accordance with college policy and procedure;

• Comparing invoice information with purchase order for accuracy of prices;

• Checking receiving documentation to ensure that correct quantities  have been received;

• Ensures the correct approval is provided for payment of invoices in question;

• Allocating supplier credits and takes discounts as deemed by the terms and conditions for each client;

• Self assesses provincial sales tax and/or goods & services tax that have not been charged/included on invoices from “out of country” vendors;

• Following up on match exceptions due to discrepancies between invoices and purchase orders and/or discrepancies between invoices and receiving reports;

• Verifying vendor addresses to ensure that payments are remitted to the correct location;

• Reconciles vendor statements for errors or missing invoices and resolve any issues.

Provides Client Services by:

• Initiating contact with staff and suppliers to research and resolve discrepancies;

• Responding to inquiries regarding vendor payments;

• Providing explanation of College policy and procedures to internal and external customers;

• Answering inquiries from budget holders concerning budget allocations;

• Dealing with suppliers and staff in a respectful businesslike manner;

• Responding to department requests for copies of paid invoices.

Employee Expense Reports:

• Reviews and verifies employee expense reports to ensure accuracy and integrity of information and compliance with College policies (e.g. Travel, Meals & Hospitality policy, Procurement policy);

• Performs other related duties, as assigned.

Required Qualifications:

• Minimum of two (2) year diploma in Business/Accounting or equivalent;

• Minimum of three (3) years experience in an accounting office environment in a previous accounts payable position.

Anticipated Weekly Schedule:

Monday-Thursday 5 hours

Friday 4 hours