Accounts Payable Administrator

Perley Health is a unique and innovative community that empowers Seniors and Veterans to live life to the fullest. Home to more than 600 Seniors and Veterans in long-term care and in independent apartments, Perley Health provides a growing number of clinical, therapeutic and recreational services to residents, tenants and people from across the region.

One of the largest and most progressive long-term care homes in Ontario, Perley Health is also a centre for research, education, and clinical innovation. Our Centre of Excellence in Frailty-Informed Care conducts and shares the practical research needed to improve care. Future caregivers come here to study and to acquire hands-on skills and experience.

Perley Health's values are brought to life each day by our over 800 employees. And more than 400 regular volunteers connect us closely with the community. Together, we improve the well-being of Canada's aging population.

We are embarking on a multi-year growth strategy, and are seeking an experienced:

Accounts Payable Administrator Position

Summary of Duties

Reporting to the CFO, Financial Services, or a designated delegate, this position performs a range of essential accounting functions, including processing accounts payable using Microsoft Dynamics Great Plains software. Key responsibilities include sorting, verifying, and coding invoices for batch processing, issuing cheques, and reconciling Accounts Payable records.

The role involves responding to inquiries from staff and suppliers, posting accounts payable data to the general ledger, and reconciling various sub-ledger accounts. Additionally, the position provides relief support and assistance in other administrative functions, such as Accounts Receivable, when needed. Maintaining a comprehensive understanding of other areas within the Finance Office is also required.

Duties and Responsibilities:

Payable Processing - Invoices and Payments:

• Reviews and analyzes invoice information by comparing it to purchase order receiving reports to verify that invoiced items were received and accurately recorded. Responsible for processing a high volume of receiving reports annually, excluding travel expenses, petty cash, cheque requests, and invoices without purchase orders.
• Verifies calculations (extensions) on invoices to ensure accuracy as well as reasonableness of departments and accounts charged.
• Ensures that the appropriate departmental authorization for payment is received before further processing of invoices. Maintains listing of invoices held for sign-off for follow-up and month-end accrual.
• Ensures that FOB point and taxes are correct. This requires knowledge of Harmonized Sales Tax (HST) to ensure this tax is not inappropriately charged or paid on submitted invoices.  Ensures input of HST on timely basis for reconciliation and government remittance.  Liaises with Material Management and vendors to resolve any discrepancies between the receiving report and invoices.  Liaises with other managers and staff concerning purchases, disputes, discrepancies.  Co-ordinates with managers' outcome of disputes.
• Reconciles monthly statements received from vendors to Perley Health's record of invoices and payments remitted.
• Reconciles in detail discrepancies between vendors' records and Perley Health records.
• Develop procedures for analyzing and calculating complex invoices.
• Codes fiscal period, vendor number, General Ledger, and accounting distribution codes onto invoices for entry into the Great Plains Dynamics Financial System. Verification with initials that invoice has been audited.
• Files processed invoices into a pending invoice payable file, stamps batches of processed invoices.
• Performs EFT payment and/or cheque production by selection of various data options within the A/P Great Plains Dynamics System matches cheques with invoices and attaches cheque file copy to invoices maintaining an alpha numeric order so they can be cross-referenced by the CFO or delegate with the EFT payment/cheque register printout and released.
• Forwards the EFT payment/cheque register to the CFO or delegate, with corresponding documents.
• Processes a high volume of invoices weekly, along with a medium volume of EFT payments and cheque issuances.
• Produces payments “on-the-fly” that are required and ensures that such payments are recorded in the Accounts Payable system.
• Maintains and updates a comprehensive vendor list, managing a medium-to-high volume of vendors, and ensures that any vendor changes are communicated to the purchasing team.
• Responds to inquiries from vendors concerning status of invoices or other Accounts Payable problems (issues) and resolves as appropriate.
• Develops and maintains filing system of Purchase Order Receiving Reports, as well as paid and unpaid invoices. Responsible for closing, storage of year-end files and preparation of new files. 
• Ensures departments receive appropriate paper work for invoices paid to complete their files and for billing purposes.
• Mails remittance advice with cheques and/or issues emails with EFT payments.
• Request a stop payments through bank and ensuring that cheque has not been cashed and proper authorization has been sent to bank. Also responsible for cancelling and seek approval for issuing a replacement payment.

Payable-Related Financial Administration, Reporting and Trouble-shooting:

• Prepare and file electronically monthly HST reports with Canada Revenue Agency in compliance with CRA requirements
• Calculates applicable tax rebates and code rebates to appropriate accounts
• Ensures that accounts payable batches keyed are balanced correctly to source invoices.
• Maintains a log sheet of batch transactions used to reconcile with General Ledger and Outstanding Payables and to restore data should system fail.
• Ensures that the accounts payable sub-ledger balances with the general ledger.
• Assists with other posting of source journals (Accounts Receivable, Cash Receipts and General Journal), as required.
• Ensures various control reports from the Great Plains Dynamics System are produced weekly and as required and filed.
• Complete and submit ad hoc and miscellaneous reports for external entities as required.
• Reconciles VISA invoice with VISA slips received and follows-up with discrepancies
• Administers VISA program in facility by ordering new accounts, cancelling accounts as required and other tasks as needed.
• Assists in closing office at end of the day (vault, files, and cash drawer).
• Maintain levels of office supplies including ordering and restocking.

Miscellaneous Financial Administration as follows:

• Relieves and assists with Receivables duties as required (i.e., departmental receipts, telephone inquiries, message taking, mail, petty cash disbursements, receipts, resident disbursements, resident and payroll inquiries, etc.).
• Ensures mail is picked-up daily from Purchasing; sorts and directs mail as necessary.
• On occasion, assist for the collection of cafeteria revenue including reconciling, receipting depositing, reimbursing receivables petty cash through revenue and resolving any discrepancies.
• Assists external auditors as needed.
• Other duties as assigned.

Education & Experience:

• Degree or diploma in accounting, commerce, business administration or a related field is considered an asset.
• 2+ years experience in a related field.

Skills & Competencies:

• Experience with Microsoft Dynamics Great Plains (GP) or similar ERP systems
• Microsoft Office including Excel, Word, Outlook
• Integrated accounting system skills
• Experience with integrated accounting systems
• Ability to assess situations and problem solve
• Knowledge of all accounting procedures within the office
• Ability to prioritize tasks in a collaborative work environment
• Familiarity with Occupational Health and Safety (OH&S) practices
• Record management and document organization techniques

Please forward your resume and cover letter, outlining your background and experience with each key responsibility to be considered for the role.

We thank all candidates for applying; however only those candidates selected for an interview will be contacted. No phone calls please.

For candidates selected for consideration, Perley Health, upon request, will make reasonable accommodation for any disability-related needs with respect to the recruitment process and material.