Purpose
The Accounts Payable Specialist reports into the Vice President, Finance.
This position is an integral contributor to the internal controls of Rocky Mountaineer in ensuring all purchases and cash outlays of any kind are appropriately and correctly authorized. As part of the Finance team, this role services all departments locally and abroad and any related companies.
The Accounts Payable Specialist is responsible for assisting the Accounts Payable Supervisor in ensuring that all invoices, cheque requisitions, and expense reports are coded, verified, approved and posted into the systems accurately and payments are processed on a timely basis.
Key Areas of Accountability
Invoicing & Payment Requirements
• Receive, review and assist in the distribution of non-Purchase Order invoices, cheque requisitions, and expense reports for approval and coding
• Code package tour invoices, verify service costs in bookings in reservation system & against annual contracts prior to matching and payment of invoices
• Ensure invoices are matched with correct purchase order
• Prepare and run weekly cash requirements reports for review and approval
• Process all cheques and EFT payments in a timely manner
• Review and match cheques and EFT reports with appropriate documents
• Submit all cheques, EFT payments, backups and cash requirement reports to signing officers
• Post EFT payment batches in financial system and forward reports and backups to Accounts Payable Supervisor for review and upload
• Responsible for weekly multi international currency wires and direct deposits and ensuring payments are posted in financial system after wires and direct deposits are completed
• Assist accounting in money transfer between accounts if required
• Process bill payments online for corporate cards when required
• Handle supplier calls and resolve payment inquiries in a timely manner
• Reconcile vendor statements and follow up as necessary
• Assist in preparation of year end audit
Administration
• Enter all approved invoices, cheque requisitions and expense reports into the financial system
• Match purchase orders in PO system
• Prepare cheques for mailing
• Liaise with all departments in handling and resolving Accounts Payable inquiries
• Maintain and update vendor master file
• Provide backup support to Accounts Payable Supervisor
• Train seasonal employees
• Perform other duties as assigned within the relevant expectations of the position
• Assist in filing accounts payable invoices in an organized and timely manner when required
Qualifications
Experience
• Previous experience in accounts payable
• Familiarity with computerized accounting systems and packages
• Experience with ERP systems beneficial
• Experience with handling heavy volume of invoices in fast pace environment
• Previous experience/training in accounting required
Skills
• Organization and time management skills
• Excellent communications skills, both written and verbal
• Excellent Excel, Word and calculator skills
• Ability to maintain confidentiality
Working Environment
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