Job Description

Unionized Position: Yes

Positions Available

: 1

Hiring Rate: $25.54 per hour

Union: SEIU L6

STATEMENT OF PURPOSE:

The Accounts Payable and Receivable Clerk (the Clerk) will be responsible for processing all accounts payable and accounts receivable transactions, ensuring timely and accurate payments to vendors and landlords, collection and application of tenant rents, and tracking of financial transactions.

The Accounts Payable and Receivable Clerk will work closely with all levels of staff within the organization, providing support as needed to ensure processes and procedures are adhered to have invoices recorded accurately in the general ledger and paid in a timely manner, and for tenant rent billings to be complete and appropriate.

Reporting to the Manager, Finance, and as a member of the overall Finance team, the Clerk will also have responsibility for ensuring compliance with internal controls and accounting policies, assisting in maintaining financial records and ensuring financial transactions are properly recorded through the reconciliation of the AP and AR subledgers, and performing other assignments, projects and tasks as assigned by management.

KEY RESPONSIBILITIES

The following outlines the primary responsibilities of the role and is not intended to be an exhaustive list. Responsibilities may change and/or expand based on the evolving needs of the organization.

Accounts Payable (AP) Responsibilities:

Review and verify all vendor invoices for accuracy, completeness, and proper authorization before processing for payment. Ensure invoices are coded correctly to the appropriate expense categories Working collaboratively with the relevant staff in the various departments, resolve any issues and/or discrepancies identified Data entry of invoices and other authorized payment requests into the AP accounting system Coordinate obtaining the necessary internal approvals, as per company policies and procedures, to process payments Generate payments (e.g. cheques and/or electronic payments) and coordinate obtaining the authorized signatories to sign and/or release payments in a timely manner. Track and maintain records of all account payable transactions, ensuring accurate documentation for auditing and reporting purposes. Maintain professional relationships with all customers, addressing any inquiries or issues related to invoices, payments, delays, and/or discrepancies. Communicate clearly and professionally with customers about the AP process, documentation, and/or payment schedules

Accounts Receivable (AR) Responsibilities:

Generate and implement monthly rent billings for tenants, ensuring accuracy and timeliness in the billings. Accurately apply tenant payment arrangements, subsidies, or financial assistance program funding to tenant accounts as advised by the property management teams Process other rent payment forms (eg cheques, cash and/or electronic receipts) and apply these accurately to the tenant account Track tenant accounts to ensure timely receipt of rent payments, utilities, and other charges, and ensuring payments are applied to the appropriate accounts. Communicate with property management teams regarding outstanding balances and overdue payments. Ensure that late fees, if applicable, are properly applied. Work collaboratively with property management teams and/or others within the organization, help to reconcile tenant accounts to ensure all payments are accurately applied, and that any discrepancies are identified and resolved.

General Duties:

Maintain accurate records of all AP and AR transactions, ensuring all supporting documentation (e.g., invoices, receipts) are securely filed and easily accessible for audits and compliance reviews. Ensure compliance with legal requirements and organizational policies regarding AP and AR processes. Identify opportunities to improve the efficiency and effectiveness of AP and AR processes (eg highlighting any potential concerns or bottlenecks) and assist in the implementation of improved systems or procedures. Assist the finance team, or others within the organization, with any AR/AP reporting requirements (eg reconciliations, retrieval of invoices), including preparing data for financial statements and audits. Perform other duties as assigned by the Finance Manager

ORGANIZATIONAL RESPONSIBILITIES

Be knowledgeable about and act within relevant legislation, including the Occupational Health and Safety Act, Ontario Human Rights Code, Accessibility for Ontarians with Disabilities (AODA), Residential Tenancies Act (RTA) and Personal Health Information Protection Act (PHIPA). Model the organizational values, policies and professional ethics, and demonstrate commitment to the strategic direction. Demonstrate active support for organizational direction and priorities in own actions. Proactively engage in program and organizational change activities. Model and promote a culture where everyone is accountable for making sure decisions and goals are met and projects/tasks are completed. Identify and remove barriers to service excellence. Demonstrate personal commitment and culture to wellness. Participate in a work culture of positive thinking, initiative and creativity. Commitment to improve professional knowledge to recognize trends and issues and deal with them effectively. Develop and maintain collaborative working relationships with allied community agencies and professionals and participate in community committees and internal Neighbours committees as required. Comply with the policies of Neighbours including those pertaining to the confidentiality of client information. Represent the agency in a positive manner with clients, colleagues and the community at large. Participate in internal committees as assigned. Keep the Manager informed and updated on relevant issues. Attend regular supervision meetings with the Finance Manager for the purpose of reviewing work expectations and performance evaluation.

WORKING CONDITIONS

Usually work in an office setting and in a team environment. Works 35 hours per week. Hours vary depending on the organizational needs. Overtime work is common at budgeting time, month end, during fiscal year end and annual audit. May be required to travel to and work from other Neighbours locations.

COMPETENCIES

2-year diploma in bookkeeping or equivalent; a degree in finance, accounting, or a related field is preferred. Minimum 2 years proven experience in accounts payable or in a similar role. Knowledge of accounts payable principles, practices, and procedures. Familiarity with Yardi - accounting software or similar program preferred; proficiency in MS Excel. Strong attention to detail and accuracy in data entry and payment processing. Ability to prioritize tasks, meet deadlines, and work effectively in a fast-paced environment. Excellent communication skills to interact with vendors and internal stakeholders professionally. Strong analytical and problem-solving skills to resolve payment discrepancies and issues. Understanding financial regulations and compliance as applied to non-profit sector is preferred. Ability to maintain confidentiality and handle sensitive financial information appropriately. Experience in not-for-profit housing or social services organizations is a benefit.

As a condition of employment, a successful police record check is required.

Job Types: Full-time, Fixed term contract

Pay: $25.54 per hour

Work Location: In person