Job Description

Roles & Responsibilities

About the role

• Maintain alphabetical files by vendor containing complete invoices and backup attached to the cheques for efficient access after payment. All filing is to be kept current.
• Ensure all payments are made correctly and with the correct authorization (approved PO), evidence of receipt, invoice or delivery slip and Accounts Payable stamp.
• Process all Accounts Payable invoices and manual cheques through the computer system.
• Complete wire authorization forms for wire transfer and ensure it is signed by two authorized signatories (from Groups A & B) and ensure all applicable backup supports the transfer.
• Ensure all standing orders for electronic disbursements are approved in accordance with the normal payment procedures and signed by the cheque signatories.
• A list of all standing orders for electronic disbursements should be maintained with details of date of payment, payee, amount and description of payment and at the beginning of each month in advance of the standing payment, this list should be routed to the cheque signatories for approval and a copy attached to bank reconciliations.
• Verify and process Expense Reports and Petty Cash reimbursements ensuring compliance with key controls.
• Forward all stop payment and void cheques to the Staff Accountant / Assistant Director of Finance for journalizing. Reconcile vendor statements as they are received, with reconciling items, including any correspondence from the vendor clearly indicated and resolve all discrepancies directly with the vendor.
• Prepare manual cheques as they are required if directed by Director of Finance or Assistant Director of Finance.
• Run the required reports at month end to close the Accounts Payable cycle.
• Ensure all goods received and services provided, but not yet invoiced, are properly accrued and expensed and that the outstanding liabilities for other accruals are accurate and agree to all supporting documentation.
• Prepare journal entry for accrual of invoices received after closing and for goods and services received, but not yet invoiced.
• Maintain a separate file for purchases of all operating equipment items (China, glass, silver and linen) and capital items under the direction of the Assistant Director of Finance. Assist in the preparation of all Accounts Payable documentation for microfilming on an annual basis if needed.
• Maintain, and constantly update, an approved vendor listing file. Answer telephones and record messages accurately. File documents and reports.
• Perform any additional duties as assigned by the Director of Finance or Assistant Director of Finance.
• Verify that all invoices are supported by duly approved purchase orders when required, signed receiving documentation and/or the approval of authorized management personnel.
• Verify prices, quantities and extensions against purchase order as required, and initial the invoice when verified. Bring any discrepancies to the attention of the Assistant Director of Finance.
• Understand tax laws as it relates to sales tax, use tax, goods and services tax and year end processing ensuring compliance, submission and payment deadlines are met and ensure that all deductions and exemptions are properly documented.
• Ensure the correct sales / use tax is either paid to vendor or self-assessed with payment processed on time to local, state, or other tax jurisdiction.

• Excellent written and verbal communication skills to prepare and deliver reports.
• Apply an ethical approach to the outcome of situations
• Strong interpersonal and relationship building skills to work with peers, superiors and clients.
• Work in a safe, prudent and organized manner.
• Require a working technical knowledge of generally accepted accounting principles, and Four Seasons Internal Controls, Policies and Procedures as it relates to Accounts Payable.
• Working knowledge is generally learned on-the-Job or through a series of professional certifications.
• Ability to operate fax, scanner, copier, telephone, adding machine, calculator.
• Require knowledge of and the ability to operate computer equipment and Microsoft Office Suite software.
• Ability to read, write and speak English.