Internship Opportunity

OPEN INTERNSHIPS

Accounts Payable Specialist

Organization:
Reena
Industry:
Not-for-profit
Number of Positions:
1
Application Deadline:
May 31, 2022
Start Date:
Jun 01, 2022
End Date:
Dec 01, 2022
Division:
Location:
Toronto,ON

Job Description:

JOB DESCRIPTION:

Mission Statement:

Reena promotes dignity, individuality, independence, personal growth and community inclusion for people with developmental disabilities within a framework of Jewish culture and values.

JOB SUMMARY:

The Accounts Payable Specialist is responsible for general accounting procedures with regards to Accounts Payable process such as but not limited to Property, Purchasing, Administration, Human Resources & Payroll following established policies and procedures.

Processing and monitoring vendor invoices, staff expenses, all petty cash accounts, cheque requisitions, household budget payments and electronic bank payments.

 JOB DUTIES AND ACCOUNTABILITES

 Accounts Payable

 Receives vendor invoices and cheque requests

 Reconciles invoices with purchase orders

 Prioritizes invoices according to cash discount potential and payment term

 Sorts and distributes incoming invoices to appropriate departments for payment approval

 Verifies approved invoices and cheque requests by performing pre-audits to ensure both accuracy and appropriateness prior to payment.

 Prepares monthly tracking of all invoices received and not processed to be reviewed for accruals

 Follows up with department managers regarding unpaid past due invoices still requiring approval

 Maintains gasoline credit cards statements and records purchases

 Prepares Excel spreadsheet where appropriate to allocate vendors’ invoices to the correct G/L account 2

 Charges expenses to accounts and cost centers by analyzing invoices/cheque requisitions/ all departments’ petty cash/household budgets/staff expenses and records entries into accounting system

 Runs the cheque/bank payment register report for review with Accounting Manager prior to scheduled cheque and bank payments

 Proceed with scheduled cheque run and bank payment processing.

 Sorts and matches cheques with invoices and gives to authorized signing authorities.

 Separates cheques for pick-up external or internal mail

 Process all e-bill payments for each location i.e. Toronto. Hydro, Powerstream, Home Depot, Rona, Rogers, Bell Canada, Enbridge, Allstream and gives summary and vendor invoices to Accounting Manager/CFO for bank authorization

 Creates a journal entry to recognize bank debit entries i.e., the bank service charges, mortgage & rent payments, car leases, utilities, equipment rentals and credit card payments

 Produces cheques for emergency situations in between scheduled cheque runs

 Reconciles processed work by verifying entries and balancing system withdrawal reports

 Reconciles vendor statement on a monthly; basis research and correct discrepancies

 Maintain vendor master files in the system for correct address, phone numbers

 Correspond with vendors in a timely and professional manner in response to any payment issues or inquiries

 Maintains historical records by filing and scanning documents. Assist manager and senior staff with preparing for internal and external audits

 Update job knowledge by participating in educational opportunities

 Accomplish accounting and organization mission by completing other duties as assigned 2. Household Budgets

 Issues three payments monthly to the household budget custodian via cheque payment

 Receives monthly cash count and receipts from each household.

 Analyses the receipts and reconciles the cash to the receipts for net amount due and issues the third cheque which is the reconciling cheque

 Prepares monthly submission package for each location supervisor

 Liaises with household budget custodians and supervisors regarding areas of concern or issues.

 Reports areas of more serious issues to Accounting Manager

 Adjusts monthly amount regarding special requests, additions or deletions to the household.

 Completes monthly expenditure spreadsheet, comparing actuals paid between households  E-mails monthly expenditure spreadsheet to location Managers

 Prepares invoice batches – manual changes as needed

 

Supervisory Responsibilities :No supervisory

Health and Safety Compliance with health & safety requirements

 Complies with the legislative, regulatory, and internal responsibilities as set forth in the Occupational Health & Safety Act, including health & safety, Workplace Hazardous Materials Information System (‘WHMIS’), workplace violence, Material Safety Data Sheets (‘MSDS’).

 Complies with hand hygiene, body substance precautions and infection control guidelines.

 Uses or wears Personal Protective Equipment (‘PPE’) equipment, protective devices, or clothing, as required; reports the absence of, or defect in, any equipment or protective device which may result in harm or danger in the workplace. 7) Policies and Procedures

 Reviews and signs off annually and as required on Reena’s policies and procedures.

 Works in compliance with all of Reena’s policies and procedures.

 Complies with all applicable regulations and changes to the following that include but are not limited to: Ministry of Community and Social Services, Ministry of Children and Youth Services, Quality Assurance Measures Act, and the Occupational Health and Safety Act. X 0 0 3 8) Values and Ethics of Reena

 Recognizes workplace practices and conventions that diverge from espoused professional ethics of the workplace and questions and challenges the discrepancies, occasionally at considerable risk to personal interests in the workplace.

 Practices and fosters in others ongoing, creative inquiry into the practical meaning of fundamental values of the profession.

 Demonstrates adherence to all ethical standards and encourages others to do the same.

 Promotes dialogue on relevance of ethics and values to daily issues and relevance of daily issues to the public good.

SECTION D: JOB SPECIFICATIONS 1) Qualifications Formal Education and Experience

 2 to 3 years of experience with accounting, finance and systems

 Bachelor’s Degree with an Accounting Major or equivalent

 Advanced knowledge of Microsoft Office, particularly Excel and PowerPoint

 CPA designation or working towards obtaining an asset

 Knowledge of accounting ERP software (Sage as an asset)

 Ability to work well under pressure and consistently meet deadlines

 Experience in the not-for-profit sector an asset Creative Problem Solving, Decision Making and Initiative

 Thinks “outside the box” to identify new solutions

 Ability to evaluates alternatives solutions and identifies and acts on the optimum course of action

 Ability to think imaginatively to develop creative solutions or options

 Ability to think ahead and plans for contingencies and effectively prepares and organizes resources and activities

 Ability to manage multiple priorities successfully

 Well organized with keen attention to detail

 Able to prioritize multiple assignments, meet strict deadlines Interpersonal Skills, Respect and Conflict Resolution

 Excellent communication skills, verbal and written

 Takes personal responsibility for resolving service issue in a timely manner

 Produces good results when working with others by displaying tact, cooperation, sensitivity and respect for the opinions and situations of others and their culture Collaboration and customer Services

 Reinforces sharing of expertise between team members and among teams to achieve superior services/results

 Helpful and encouraging to others to learn new and different parts of their jobs by sharing knowledge, experience, and information

 Exceptional Customer Service skills

 2) Internal and External Contacts/ Information resources Internal Contacts:

Accounting, Finance, Payroll External Contacts: N/A 3) Working conditions

 Direct contact with staff  Constant interruptions of work

 Concentration

4) Physical and sensory effort required to perform the job responsibilities/ Concentration

 Requires concentration.

 Ability to problem solve in person, over the phone, remotel

Employer Question 1:

Do you require any accommodations for the interviewing and recruitment process?

Employer Question 2:

Are you fully vaccinated and will you be able to provide proof?

Employer Question 3:

Are you legally eligible to work in Canada for the entire duration of this internship?