Accounts Payable Clerk, Financial Services

Required Position

Full-Time Appointment

Responsibilities

Vacancy Status: Existing position

Reporting to the Manager, Research Accounting & Treasury, the incumbent will primarily be responsible for the  timely and accurate payment of vendor invoices, ensuring proper purchasing policies are followed as well as  preparing daily deposits. The incumbent will also work with the Treasury staff to process weekly cheque runs,  assist in the preparation and posting of journal entries and support with processing of employee and student  expense reimbursements.  

Cash Handling & Deposit Processing 

• Processes deposits accurately and efficiently, ensuring deposits post to the correct General Ledger accounts and deposit to appropriate bank accounts.
• Reviews and reconciles deposits originating from the university student hub.
• Prepares deposit slips for transit to the banking institution.
• Handles cash and cheques in a secure and confidential manner.
• Ensures the safekeeping of assets held within the vault and monitors the movement of items in and out of the vault.
• Maintains accountability for university petty cash funds and processes departmental petty cash replenishments. 

Accounts Payable & Invoice Processing 

• Monitors accounts payable email accounts and physical mail for incoming vendor invoices. 
• Reviews invoices to ensure adherence to established university purchasing policies and proper approval by designated signatories.
• Reviews invoices for applicable tax charges and applies appropriate tax rebates.
• Prepares invoices for data entry and performs data entry tasks as required. 

Expense Reimbursement Processing 

• Reviews expense reimbursement requests submitted through university systems and department email accounts.
• Reviews reimbursements to ensure expenses are eligible, supporting documentation is available, and appropriate approval is included.
• Applies appropriate tax rebates based on specific tax charges.
• Prepares reimbursements for data entry and performs data entry processing when required. 

Honorarium, Tax Form Processing & Front-Line Service 

• Reviews requests and documentation received for honorariums and other T4A payments.
• Ensures documentation is complete and verifies worker classification to determine payee status as an independent contractor versus an employee.
• Enters documentation into institutional tracking systems for finance and purchasing review and prepares files for data entry.
• Guides the university community on the payment process and follows up on missing or incomplete information as required.
• Identifies potential issues within the process and flags questionable payments to the manager for resolution
• Responds to and serves all walk-in inquiries at reception, delivering front-line customer service to visitors and university members. 

Other Duties 

• Performs other duties within the professional scope and skill level of the position, in full compliance with applicable legislation, university policies, and collective agreements.

Qualifications

• Two (2) year college certificate in In Business Administration or a related field. 
• One(1) to three(3) years of experience in a relevant field.
• Excellent verbal and written communication skills.
• Demonstrated problem-solving, attention to detail, and conflict resolution skills.
• Excellent organizational and time management skills; ability to meet deadlines.
• Proven ability to work independently with minimal supervision, take initiative, and collaborate effectively within a team environment.
• Proven discretion and sound judgment when managing highly confidential business, financial, or personnel data. 
• Proficiency in managing all aspects of accounts payable and receivable, including vendor payments, invoicing, and collections. 
• Ability to work fluently (verbal and written) in both official languages, French and English, is required.

***We are aware that some applicants are experiencing difficulty using our careers portal. Should you complete an application through our online form and receive an error, please submit your application to careers@laurentian.ca***

The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week. 

At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.

Laurentian University is an inclusive and welcoming community committed to employment equity. Applications are encouraged from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions. Laurentian University’s bilingualism policy provides a provision regarding the language requirement for persons self-identifying as First Nations, Métis or Inuit. 

Laurentian University is committed to providing an inclusive and barrier-free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact Human Resources for more information (careers@laurentian.ca).

 

Apply Now

Applications will only be accepted through our online form.