Job Summary:

The Clerk V, Accounts Payable prepares US and Canadian dollar computerized cheque runs, maintains vendor master file, reconciles accounts payable liability accounts and assists in expenditure variance analysis. The Clerk also investigates and resolves complex problems and follows up with the Manager as needed.

Duties/Accountabilities:

1.    Coordinates cheque and Electronic Funds Transfer (EFT) runs and P-Card payments for Accounts Payable by performing tasks such as confirming all Accounts Payable entries for the designated run have been entered. Runs queries to determine that all control groups/batches for all users are closed, bank information recorded is correct and there are no unbalanced vouchers in the system prior to cheque run. Initiates the computerized cheque/EFT/P-Card run, balances the batch total to control totals listed on the report, sets up cheque stock for printing cheques (and plain paper for printing EFT’s) and releases the job to print. Resolves system related issues by bringing them to the attention of the Supervisor, Accounts Payable.

2.    Produces reports, such as cheque register listing and related documents for each Cheque/EFT/P-Card run. Confirms the cheque register listing balances with control reports. Logs all cheques and EFT’s produced on a daily basis in the log book and signs off the log register/book once the process is completed.

3.    Forwards all cheques/EFT’s/P-Card Payments to the Manager, Accounts Payable for review, approval and sign off.

4.    Transmits electronically approved EFT and P-Card files/information to bank. Downloads web files on a daily basis and compares totals of downloaded files with the total of EFT files sent to bank. Coordinates with bank for additions, rejections and deletions to EFT files and dollar amounts and obtains proper authorization from the Manager before faxing request to bank.
5.    Responsible for all on-line payments including but not limited to CCRA and HST payments.
6.    Controls cheque stock by performing tasks such as ensuring blank cheques are kept in a secure location under lock and key and keeping a running log of cheque numbers used and deleted/voided. Informs Manager, Accounts Payable to order new stock of cheques when the cheque stock is low.

7.    Responsible for initiating stop payment of cheques and reversal of EFT’s with bank and issuing new cheque and EFT after voiding them in the financial system.
8.    Ensures correct payment by comparing source document information with data identified on the computer cheque and makes adjustments as required.
9.    Maintains vendor database by entering information including but not limited to vendor/employee name, address, telephone number, fax number, HST number, e-mail addresses, banking information and other related vendor information based on approved invoice from the department or upon receipt of appropriate vendor information from Supply Chain Management. Reviews US vendors to ensure compliance with the Excluded Parties List System (EPLS). Periodically reviews and updates/maintains vendor database to reflect accurate information. Reviews error reports and completed vendor listing for accuracy, referring complex issues/problems to Manager, Accounts Payable.

10.    Reconciles Accounts Payable liability accounts to the general ledger and prepares year-end working papers as required for audit purposes for approval by the Manager.

11.    Identifies problems or discrepancies such as imbalances of the sub-ledger to general ledger and performs accounts analyses by performing tasks such as reviewing, extracting and interpreting information in order to determine reasons for problem or discrepancy and taking corrective action.

12.    Identifies invoice and purchase order discrepancies through methods such as reviewing error reports. Traces reasons for discrepancies, prepares adjustment information such as journal vouchers and debit and credit entries to rectify discrepancies. Notifies discrepancies to Manager, Accounts Payable for sign-off and approval.

13.    Assists with expenditure analyses by performing tasks such as investigating reasons for periodic variances.

14.    Prepares correcting journal entries and enters into system.

15.    Reviews and analyzes Accounts Payable Accrual Amounts, as well as periodic charges and transactions from Central Warehouse, identifies pricing and/or quantity trends and variances and takes corrective action.  Liaises with the VCHA Finance staff, Central Warehouse staff, and PHC Stores staff in the identification of errors and control issues.
16.    Reviews and verifies cost centres and expense codes as defined on purchase orders/expense forms and transfers data to source documents for data entry. Codes supplier invoices and weekly submission of non-payroll expense reimbursements for timely and accurate financial and management reporting. Analyzes designated accounts such as travel expenses, HST, and sundry payable accounts by reviewing, extracting and interpreting information.  Identifies trends and/or problems and prepares reports as required.

17.    Respond to queries from vendors, staff and departments regarding payment of invoices, travel expenses, assignment of taxes payable and application rebates or input tax credits.  

18.    Follows up with various departments and vendors regarding disputed vendor accounts, pricing problems, unmatched documents, and missing or incorrect receipts/back-up documents. Contacts appropriate department, staff and vendor to rectify accounts, statements and discrepancies. Drafts communication by e-mail or fax to resolve issues. Addresses and resolves issues escalated by Clerk IV’s, Accounts Payable regarding complex problems pertaining to vendor accounts.

19.    Provides training and orientation on computer applications and related processes and procedures to other team members within the department.

20.    Participates in HSSBC inter-departmental group discussions, including but not limited to representatives from Finance, Supply Chain Management (SCM) to review procedural issues, vendor relations and other issues related to Disbursements and payment processing.
21.    Performs other related duties as assigned by the Manager, Accounts Payable.

Qualifications:

Education, Training and Experience

•    Grade 12, successful completion of a recognized accounting course and three years' recent related experience or an equivalent combination of education, training and experience.

Skills and Abilities

•    Ability to keyboard at 45 w.p.m.
•    Ability to communicate effectively both verbally and in writing.
•    Ability to deal with others effectively.
•    Physical ability to carry out the duties of the position.
•    Ability to supervise.
•    Ability to organize work.
•    Ability to operate related equipment.