Reena promotes dignity, individuality, independence, personal growth and community inclusion for people with developmental disabilities within a framework of Jewish culture and values.
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
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
4) Physical and sensory effort required to perform the job responsibilities/ Concentration
Ability to problem solve in person, over the phone, remotel