Accounts Payable and Procurement Clerk

LONDON PUBLIC LIBRARYis looking for a talented individual to join our team as: 

Accounts Payable and Procurement Clerk

 This is a Permanent Full-Time opportunity.

Job Band 4

Summary

Reporting to the Manager, Financial Operations, the Accounts Payable and Procurement Clerk is accountable for the timely recording, tracking, reconciliation and payment of all invoices payable by London Public Library following generally accepted accounting principles and Library policies and procedures.  S/he is also responsible for processing all of the Library’s procurement in accordance with Library policies and applicable legislation. The Accounts Payable and Procurement Clerk works in collaboration with other members of the Financial Services team to maintain the accuracy and confidentiality of all financial records.

Accountabilities

1.   Accounts Payable

• Receives, and prepares all invoices for payment, ensuring that that Procurement Policy is adhered to at all times.
• Reviews invoices for appropriate authorization and verifies that supporting documentation is provided.  Follows up with the supervisor and / or vendor regarding discrepancies.
• Ensures that all invoices are correctly allocated to the appropriate fund line.
• Posts supplier invoices into Sage 300 following established procedures.
• Verifies that all collections materials invoices imported from the Acquisitions module reconcile to Sage 300 before payment.
• Ensures that vendors are paid on a timely basis, conferring with Manager, Financial Operations regarding cash flow.
• Responds to vendor inquiries regarding status of invoice payment.
• Reviews and reconciles monthly supplier statements to Library records. Contacts vendors to request outstanding invoices or to resolve discrepancies.
• Reconciles Sage 300 aged payables report to the general ledger.  Resolves difference if out of balance.
• Ensures that all invoices are posted to the correct accounting period.
• Verifies accuracy of HST amounts and allocates to correct accounts for future remittance / reimbursement.  Tracks self-assessment where necessary.
• Prepares and reconciles HST remittances, reconciling to the general ledger and ensuring compliance with Canada Revenue Agency (CRA) legislation and deadlines.
• Keeps current with new developments in HST legislation.
• Provides program budget detail for all locations as requested.  Collaborates with Supervisor / Manager / Director to resolve discrepancies or provide instructions.  Prepares and posts journal entries as necessary.
• Monitors and reconciles cash advances.
• Manages and maintains corporate credit card program in collaboration with Manager, Financial Operations.
• Maintains and prepares energy consumption, travel and conference reports for City of London.
• Tracks and reconciles external programmer payments for producing T4As at year end, including collection of programmer confidential information.
• Provides documentation and answers questions as requested during the annual audit process by the external auditors.
• Under general direction, creates, implements and maintains Financial Services forms, templates, procedures, etc. to be used both internally and externally, as needed.
• Maintains complete and accurate files, accessible to other Financial Services staff for reference.
• Provides office support and vacation relief, as necessary, for the Financial Services department
• Performs other duties as may be assigned by Manager, Financial Operations.

 

2.   Procurement

• In consultation with the Manager, Financial Operations, is responsible for the processing of all centralized procurement, including, but not limited to;
• In collaboration with the applicable Coordinator, Manager and/or Director, prepare the public procurement documents.
• Post and distribute the procurement documents publicly.
• Coordinate the response to external party questions and issue public addendums, when required.
• Coordinate site visits, presentations, interviews, team meetings, etc. as required for each procurement
• Support staff in developing an evaluation matrix, completing the evaluations and preparing recommendations to the appropriate approval authority.
• Follow up with external parties regarding any procurement inquiries or requests.
• Maintains and updates the Library’s online bidding system.  Participates in software training and provides assistance to other members of Financial Services, as needed.
• Ensures that staff follow correct procedures for ordering supplies; places Finance supplies orders, ensuring that expenditures are within budget.
• Assists staff and external partners in contract administration tasks, as required.
• Assists in reviewing and maintaining organizational compliance with the Library’s Procurement of Goods and Services Policy.  Reports any issues or concerns to the Manager, Financial Operations.
• Assists in the preparation of the annual procurement report to the Library Board.
• Keeps current in applicable public procurement legislation, such as the Canadian Free Trade Agreement (CFTA).

 

Qualifications

• Successful completion of a minimum of two (2) years post-secondary education with preference given to business, administration, accounting and/or bookkeeping.
• Successful completion or working towards one of the following designations is considered to be an asset;
• Chartered Professional Accountant (CPA), or
• Public procurement, for instance, the Ontario Public Buyers’ Association (OPBA) certificate program, Certified Supply Chain Management, Certified Public Procurement Officer (CPPO) or the Certified Professional Public Buyer (CPPB).
• Two (2) years’ previous accounting and/or purchasing experience, including account reconciliation and tracking and monitoring of expenses.
• Proven knowledge of Sage 300 accounting software, Windows, Microsoft Office.
• Proficient in the development, design and use of advanced Excel spreadsheets.
• Knowledge of Canadian PSAB, GST & Ontario Harmonized Sales Tax (HST), Income Tax Act and applicable public procurement legislation.
• Excellent detail orientation and analytical skills.
• Excellent organizational skills with demonstrated ability to prioritize, multi task and meet deadlines.
• Good verbal/written communication and interpersonal skills.

 

 

This position works 100% on site to be able to support the needs of the London Public Library.

Salary:

Job Band 4:  $25.911 – $33.103 per hour.

Application Information:

Candidates are requested to submit a detailed resume outlining experience and qualifications by: January 4, 2025 to: human.resources@lpl.ca

Please visit our website at: https://www.lpl.ca/

No phone calls please.

The London Public Library will provide accommodation to applicants with disabilities in its recruitment processes upon request consistent with the Ontario Human Rights Code and the AODA regulations.

Applicants for employment, who have been provided with a conditional offer of employment will be asked to provide, at his or her own expense, a satisfactory Police Vulnerable Sector Check and/or Police Information Check, as applicable.

While we appreciate all applications received, only those invited for an interview will be acknowledged. Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act and will be used only to determine eligibility for employment.

We are an equal opportunity employer.