This would be a permanent position with a temporary placement during a medical leave with oversight of multiple companies. Once the medical leave has ended, the position would remain but the duties may shift slightly.
Job Overview
The Accounts Payable Clerk is essential to ensure that all employees within the organization are paid on time and correctly. They manage all aspects of the payroll system, oversee and manage the accounts receivable and payable of the company. They ensure the maintenance of positive cash flow and minimize bad debt.
Job Description: Accounts Payable Clerk
Reports to: Controller
Department: Administration
Key Duties and Responsibilities:
1. Payroll Processes:
- a. Prepare, verify and process all employee payroll related payments including regular pay, benefit payment, and special payments such as bonuses and vacation pay.
- b. Identifying any areas of improvement within the payroll process and working with the administrative team towards the implementation of new procedures.
- c. Ensure payroll is completed on time and accurately.
- d. Identify and resolve any payroll discrepancies.
2. Employee Information:
- a. Maintain and update employee information including attendance, leave, and overtime to ensure pay and benefit entitlements are accurate using computerized systems or manually when necessary.
- b. Prepare and verify statements of earnings for employees, that indicate gross and net salaries, as well as, deductions such as taxes, employee benefits programs, garnishments and insurances and pension plans.
- c. Maintain confidentiality adhering to legal and ethical standards.
3. Payworks Payroll System:
- a. Knowledgable of the ins and outs of the Payworks System.
- b. Upload, maintain and update all necessary employee information into the employee profiles via Payworks.
- c. Aid employees with the employee self-services, including viewing and/or downloading paystub, and tax forms.
- d. Process the payroll through the Payworks system.
- e. Have a working relationship with the representative from Payworks.
4. Documentation and Statements:
- a. Prepare payroll related filings and support documentation, such as year-end tax statements, pension, Records of Employment and other statements.
- b. Balance and prepare period-end reports and reconcile any issued payrolls to bank statements.
5. Benefits:
- a. Complete, verify and process all forms and documentations for administration of benefits such as pension plans, leaves, share savings, employment and medical insurance.
6. Reports, Analyzing and Forecasting:
- a. Prepare reports for management utilizing summaries of the companies’ earnings, taxes, deductions, leave, disability payments, and non-taxable wages.
- b. Analyze and monitor all expenditures against the benefits budget to aid in preparing cost forecasts and budgets in collaboration with the administration team.
- c. Prepare and present AP metrics and reports, including aging reports, cash flow projections and vendor spend analyses.
7. Cost Tracking and Reporting:
- a. Track actual project costs against estimated costs throughout the project lifecycle.
- b. Generate and present regular reports to management, highlighting any variations and providing explanations.
8. Accounts Receivable:
- a. Manage the end-to end accounts receivable process, including invoicing, cash applications and collections.
- b. Ensure all client payments are accurate and meet deadlines while resolving any discrepancies.
- c. Manage client accounts, monitor any aging reports and minimize overdue receivables.
9. Credit and Risk Management:
- a. Establish and maintain credit limits and terms for clients in accordance with company policies.
- b. Manage and monitor credit risks to minimize exposure to bad debt.
10. Collections and Client Relations:
- a. Ensure effective collection strategies in order to reduce outstanding receivables and improve cash flow.
- b. Resolve any client disputes or concerns with professionalism and efficiency.
- c. To ensure satisfaction and on-time payments, foster a strong relationship with clients.
11. Accounts Payable Operations:
- a. Oversee all end-to-end operations of accounts payable processes, including invoice processing, payment runs and managing the expense reports.
- b. Ensure payments are processed promptly and accurately while being in compliance with the companies’ policies and regulatory requirements.
- c. Review and approve large or complex invoices and payments.
- d. Aid administration in the development and implementation of accounts payable policies and procedures.
12. Vendor Management:
- a. Establish and maintain strong relationships with vendors and suppliers.
- b. Resolve any vendor issues, discrepancies or disputes with professionalism and efficiency.
- c. Maintain all vendor records, ensuring that they are accurate including banking information and tax documents.
- d. Negotiate payment terms and discounts with vendors to optimize cash flow.
13. Compliance, Reporting and Internal Controls:
- a. Provide necessary documentation and respond to inquiries to support any audits.
- b. Ensure compliance with internal controls, financial policies and relevant regulations.
- c. Monitor and implement internal controls to safeguard company assets and prevent fraud.
- d. Ensure compliance with tax regulations, including sales/use tax and 1099 reporting requirements.
Pay: $25.00-$30.00 per hour
Benefits:
- Company events
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
