Accounts Payable Assistant Jobs

Overall Mandate:

It is the position of the Accounts Payable Assistant to be responsible for payment of outstanding invoices where money is owed and for preparation of payment reconciliation for the Office and Financial Manager. Assist Accounts Receivable, Payroll and Bookkeeping Lead as required.

Core Competencies Supporting the Overall Mandate:

Leadership:

• Complete the processing of accounts payable in a timely and accurate fashion, as well ensuring all applicable deductions and reconciliations are correct.

Communication:

• Bring any concerns or discrepancies to the Office and Financial Manager for further review.

Organization:

• Ensure payment of all invoices to suppliers. Responsible for the accurate and complete filing of records and information pertaining to accounts payable.

Problem Solving:

• Utilization of time management skills to ensure the correct communication with the proper persons and all processed documents are represented according to file standards under the direction of the Office and Financial Manager. Works constructively with all staff to achieve the goal of effectively running an efficient administration system. Brings forth suggestions on improvements to current procedures.

Job Duties and Responsibilities:

• Assist Accounts Receivable, Payroll and Bookkeeping Lead as required.
• Answering telephone, greeting visitors, screening visitors, weighing of trucks – printing tags during off-peak harvest hours, and document control.
• Rotating of AP files preparing for new year.

Accountability:

Ensure payables are on track for remittance processing and communicating with the Office and Financial Manager when they are not. This includes any reconciliations and account postings. All payables will be processed in a timely and accurate manner, and any discrepancies are captured, reconciled, and reported to the Office and Financial Manager as quickly as possible.

The Accounts Payable Assistant is expected to always maintain confidentially regarding financial, employee, and/or company information they will have access to.

If at any time this person highlights any unethical / suspect / questionable leadership or actions by the Office and Financial Manager in their role with respect to the Association’s fiscal accountability, this individual has the responsibility to report this to the General Manager immediately for their review of the situation.

Education and Experience:

• Diploma or experience in accounting or bookkeeping with a focus on accounts payable.
• MS Office with a focus on Excel.
• Working knowledge of accounting software is an asset.
• Familiarity and FAMOUS is an asset.

Key Knowledge, Skills and Abilities:

• Agility to adapt to change, manage evolving issues or situations, backfill critical roles where required.
• Strong communication skills both verbal and written. Have a high degree of emotional intelligence and demonstrated ability to effectively communicate to different audiences and manage interpersonal relationships at all levels of the organization.
• Self-starter and eager to learn new concepts, skills, and systems, and must be able to master these attributes and download them to their team.
• Familiarity with computers and office software.
• Determine and act with the appropriate urgency when warranted.
• Ensure that coworkers and leadership approach employee issues and concerns with appropriate empathy, compassion, and confidentiality. Build a culture of trust and approachability within the department and with other members of the team.
• Open to communication, multi-tasker, organized, dedicated, committed and hardworking, trustworthy, able to interact with customers as well as with other employees
• High level of organization, attention to detail, and accuracy.
• Excellent time management, with the ability to prioritize where required.
• Commitment to continuing education that supports awareness and understanding of new operations that may present opportunities and or threats to the production line or organization.
• Knowledge and familiarity with production line operations and procedures.

Vision Statement:

To be the preferred packing facility for fruit growers and the preferred supplier for customers by creating a sound business structure that attracts progressive growers, by assisting growers in making smart decisions at the farm, and by successfully marketing their fruit for maximum returns.

Humble – Employees that are team players and are respectful of others and the job at hand. Great team players lack excessive ego or concerns about status. Humble employees are quick to point out contributions of others and slow to seek attention of their own.

Driven – Employees who are motivated and focused on self improvement. Driven or hungry employees are always looking for more. More things to do, learn, and take responsibility for. They never have to be pushed by a manager to work harder because they are self-motivated and diligent.

Solutions Oriented – Employees who focus on solving, and preventing problems from occurring, not just identifying them. This is equal parts of problems with systems and processes and the common sense that an employee has about people. They are aware, act appropriately, ask good questions, and listen to understand.

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