2023-25, Accounts Payable - Meaford, Canada - MUNICIPALITY OF MEAFORD
Description
Job Posting #:
Job Title:
Accounts Payable & Purchasing Coordinator
Department:
Financial Services
Reports To:
Deputy Treasurer / Manager, Financial Services
Directly Supervises:
None.
Status:
Full-time, Permanent.
Hours per Week: 35
Salary:
$53, $65,628.70
Application Due Date:
Sunday, May 28, 2023
Position Summary
This position provides corporate accounts payable services which include the
verification, authorization, reconciliation, tracking and payment of invoices, and
assistance in the compilation of information for the annual audit. This position also
coordinates procurement for the Municipality in accordance with competitive bidding
law, current regulations, the Municipality's Purchasing Policy and industry best
practices. The position will ensure openness to the public, fairness and transparency
in the procurement process and opportunities.
Role Specific
Responsibilities:
Accounts Payable:
- Verify invoice details, such as extensions, totals, early payment discounts,
reports and against purchase orders for prices and terms; report invoice
discrepancies so that adjustments can be arranged.
- Compile and organize all supporting documentation necessary for processing
payable system; and assist departments in the coding of invoices.
- Set up new vendor accounts, enter all information that pertains to the
prepare and post journal entries for vendors approved for preauthorized
payments; review vendor statements for statement accuracy.
- Perform analyses of accounts, check data for accuracy and run necessary
- Prepare weekly cheque runs and process rush cheques when required; match
system by filing cheque requisitions backup documentation after signing.
- Respond to vendor's queries regarding outstanding invoices which require
as well as consultation with other departments.
- Perform year-end procedures for A/P and reconcile vendor accounts as well
- Generate void cheque and invoice cancellation paperwork and process stop
cancelled cheques monthly; process manual cheques, including confidential
items, when a cheque is required outside the normal cheque run; access
Municipality's internet banking records to ensure all vendors with automatic
bank withdrawals have been processed in the A/P system.
- Purchase money orders for the payment of invoices or cheque requisitions
departments.
- Receive and process all procurement card transactions, checking all entries,
to the General Ledger; advise the Deputy Treasurer of any missing receipts,
late submissions or unusual transactions; reconcile monthly supplier
statements and provide follow-up to ensure timely payment.
- Assist in the preparation and compilation of information for the interim and
- Issue expense advance cheques and ensure that proper expense reports are
- Process livestock claims for reimbursement to the claimant.
Purchasing:
- Develop and administer progressive purchasing policies, procedures and by
- Manage the purchasing process, train all staff to ensure an understanding of
- compliance to the Deputy Treasurer/Manager of Finance Services and
applicable Department Heads.
- Coordinate with staff to create a bid schedule to follow throughout each
- Work in partnership with departments to prepare quotations, develop
- Administer the complete bid process including issue and receipt of all bids,
maintenance. Includes posting of documents to external websites.
- Assist with questions and support staff with the process in order to ensure
- Represent Finance & Purchasing Services at public openings of various
specified requirements.
- Ensure best practices are followed through the coordination of information
- Assist with the recommendation and award process of procurement in
- Work with contractors and consultants to ensure c
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