Position Title: Accounts Payable Clerk

Salary & Benefits: $42,000-$55,000, health benefits, and 2 weeks vacation

Location: Ottawa, ON

Work Model: Onsite

Additional Notes:

Our Client is an established family run business that has been in the centre of little Italy since 1945. With a history of providing exceptional service and stellar product selection, our client boasts over 100000 square feet of warehouse and retail space geared towards their clientele with over 160,000 different products. Working with over 300 suppliers and vendors, our client has become a familiar name in the Ottawa area that can offer job stability and security to their employee base. Our client has an “owner-in-the-store” policy that they take very seriously. No matter the day, no matter the time, you’ll always find one of their owners on site. The staff are empowered to provide the best solutions to fit any project, budget and lifestyle. Due to recent growth, our client needs help in expanding their accounting department.

The AP Clerk is responsible for the full cycle of accounts payable processes, from managing inventory-related invoices to processing payments. This role ensures accurate and timely recording of financial transactions, adherence to company policies, and effective communication with vendors and internal departments. The ideal candidate is detail-oriented, organized, and has a solid understanding of accounting principles and inventory processes.

Key Responsibilities:

Invoice Processing:

• Receive, verify, and match invoices to purchase orders and receiving documents.
• Review and validate invoices for accuracy, ensuring they reflect correct quantities, pricing, and terms.
• Enter invoices into the accounting system with proper coding for general ledger accounts and cost centers.

Inventory Reconciliation:

• Reconcile inventory discrepancies between purchase orders, receiving reports, and invoices.
• Collaborate with inventory and purchasing teams to resolve any discrepancies or issues.
• Maintain accurate records of inventory transactions related to accounts payable.

Vendor Management:

• Communicate with vendors to address any issues related to invoices, payments, and account status.
• Maintain vendor files, including W-9s, payment terms, and contact information.
• Respond to vendor inquiries regarding payment status and resolve payment discrepancies.

Payment Processing:

• Prepare and process weekly payment runs, including checks, EFT transfers, and wire payments.
• Ensure payments are made in accordance with company policies and payment terms.
• Reconcile monthly statements and related transactions to vendor accounts.

Reporting and Documentation:

• Prepare and maintain accurate AP reports, including aging reports and payment forecasts.
• Assist in month-end closing activities, including account reconciliations and accruals.
• Maintain organized and up-to-date records of all AP transactions and documentation.

The ideal candidate will have a diploma in accounting or business administration, coupled with at least two years of experience in accounts payable. You should be capable of quickly learning and adapting to new processes and systems, with a solid proficiency in SAGE 300 or other ERP systems. A comprehensive understanding of full-cycle AP, including inventory management, is essential. You possess a keen eye for detail and a natural curiosity to ask questions and explore solutions. Strong skills in Excel and various accounting systems will be crucial for success in this role. If you are seeking a stable and supportive work environment where you can take ownership of the AP process, this position offers an excellent opportunity. We are looking for someone who enjoys delving into the details, takes pride in managing the AP process from start to finish, and excels at collaborating with vendors and suppliers to develop creative solutions. A strong client service mindset is expected in this role.

What will make you stand out:

• Understanding of SAGE 300
• Excellent AP experience
• Strong attention to detail
• Client service approach to working with vendors

If you are an Accounting Clerk looking for a new home, please reach out to Michaela at mbranker@recruitinginmotion.ca

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