Accounts Payable Clerk
February 11 2025
Expected expiry date: February 26 2025
Industries
Education, Training
Categories Account receivables, Accounts payable,
Thunder Bay, ON • Full time
Overview
Reporting to the Manager, Treasury and Ancillary Accounting, the Accounts Payable Clerk is actively involved in ensuring all items requiring payment have adhered to the University's Purchasing Policy and Controls & Signing Authority Policy. As an Accounts Payable Clerk for Lakehead, you will be responsible for processing invoices, cheques and travel expense statements.
Responsibilites
- Verify coding and signing authority to ensure all payment requests comply with the University's Purchasing and Signing Authority Policies across multiple funds, campuses, and accounts.
- Review and verify documentation for accuracy, returning non-compliant items for further approval and acting as an internal audit to prevent policy violations.
- Process invoices, received via email or vendor websites, verifying details such as Purchase Order numbers, pricing, and HST rebates.
- Process cheque requisitions, travel expense statements and hospitality expenses, cheque processing, ensuring accuracy and compliance with university policies.
- Vouchering various University payments and invoices, entering payment data into the system, assigning voucher numbers, and ensuring all information is accurate, including vendor details, purchase orders, taxes, and payment terms.
- Processes freight, utility, library, and maintenance invoices, ensuring proper coding, HST rebate calculations, and required approvals. Vouchers are then saved to a shared database and flagged for payment or further review as needed.
- Processes student refunds, adjusting payment types as needed and coordinating with Accounts Receivable for EFT, cheque, credit card, or MTFX payments. Handles manual cheques for wire transfers, creating vouchers, and ensuring all supporting documentation is saved and filed accordingly.
- Communicates with vendors and other departments to verify paid invoices, follow up on approvals, request missing invoices, and reconcile statements to ensure accurate payment records while maintaining organized files for vendor statements.
- Balance test new Accounts Payable software (Ellucian, Binatek) and assist with software-related issues.
- Void payments and reissue cheques when necessary.
- Receive, sort, and forward incoming mail for efficient processing.
- Ensure timely accrual and submission of invoices to meet yearly deadlines.
Qualifications
- Accounting or Bookkeeping diploma or certificate from a College or University .
- A demonstrated understanding of Fund Accounting
- A demonstrated understanding of electronic data interchanges and proficient computer skills
- Proficient math skills
- A demonstrated understanding of the application of PST/GST legislation
- A demonstrated understanding of the Income Tax Act as it applies to Non-resident income
- Good communication skills
- Ability to adapt to an ever-changing environment
- Excellent time management and exceptional attention to detail
- Excellent written and oral communication, organizational and interpersonal skills;
- Demonstrated ability to work and handle all office duties in a confidential and diplomatic manner;
- Ability to multitask a variety of high priority duties and work under the pressure of deadlines in a busy office with frequent interruptions;
- Excellent spelling and grammar skills;
- Strong capacity for independent judgement.
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