Accounts Payable Clerk printable pdf download

Job Description

Accounts Payable Clerk

Job Title:

Accounts Payable Clerk

Location:

Central Services

Reporting

Reports to the Director of Financial Services and Accounting

Relationships:

Supervisor/Budget Officer

Working

Works cooperatively with the Financial Services, Receiving and

Relationships:

Purchasing departments. Works cooperatively with Branch Staff regarding

Branch Cash Management Procedures.

Nature and Scope

The Accounts Payable Clerk is responsible for the production of weekly cheque runs to pay

the bills incurred by the Library in day to day operations and provides clerical assistance for

the Accounting Department. Acts as back up for the Accounting Clerk and the Payroll

Clerks.

These responsibilities are carried out under the supervision of the Accounting

Supervisor/Budget Officer. All duties are carried out adhering to the regional library’s

policies, procedures, standards and resources and within provincial legislation and

regulations e.g., Workers’ Compensation Act, Human Rights Act, and relevant collective

agreement.

Representative Duties

1. Processes all invoices, expense claim forms and facilities rental payments;

2. Maintains an up-to-date knowledge of the Library’s purchasing system and ensures all

procedures are in place before processing for payment;

3. Prepares weekly cheque runs and prepares cheques for mailing to vendors. Corresponds

with vendors as required;

4. Issues manual cheques as required for immediate payment;

5. Maintains reports as required for periodic and year-end financial statements;

6. Issues U.S. funds cheques and obtains international money orders for foreign vendors as

required;

7. Reconciles vendor statements and records invoices from out of province vendors where

the provincial sales tax is to be self-assessed;

8. Maintain accounts payable system both electronic and paper formats. Maintains and

updates Accounts Payable vendor files purging data appropriately;

9. Records all Branch Funds Reports and reconciles branch bank accounts;

10. Registers and distributes library credit cards to employees;

11. Assists the purchaser as required for issuing blanket purchase orders to vendors;

12. Prepares major vendor reports as required;

13. Performs all payroll functions in the absence of the payroll clerk and assist as required

both on an intermittent and seasonal basis. Keeps up to date and well informed on payroll

Accounts Payable Clerk IV

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Accounts Payable Clerk

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