Accounts Payable Clerk

Position Details

• Job Category: Corporate Services
• Posted: October 1, 2026
• Status: Permanent Full-Time
• Shifts: Days, 35 hours a week
• Location: Brockville, Ontario
• Work Location: On-site

Position Summary

Reporting to the Manager of Accounting/Deputy Treasurer, the Accounts Payable Clerk will perform the day-to-day general accounting duties as it relates to the accounts payable functions for the United Counties of Leeds and Grenville. The Accounts Payable Clerk follows the company policies and procedures as it relates to the Accounts Payable function ensuring coding, verification and approval is obtained for each invoice. This position is responsible for processing both cheque and Electronic Funds Transfer batches of a high volume and of significant financial value in a timely manner. The Accounts Payable Clerk also provides assistance to our vendors and company personnel responding to their inquiries in a timely manner.

Qualifications

Education, Certification & Licenses

• Community College Diploma in accounting, or related field.

Experience

• Minimum two (2) years experience in finance or bookkeeping.
• Experience working in a Municipal setting would be considered an asset.

Knowledge, Skills, Abilities & Competencies

• Proficient in Microsoft Office Suite (Word, Excel and Outlook). Microsoft Dynamics Great Plains and Work Tech experience would be considered an asset
• Excellent interpersonal and communication skills; both written and verbal
• Proven organizational and time management skills with the ability to meet specific deadlines
• Proven ability to consistently maintain high quality standards
• Meticulous attention to detail and a strong degree of accuracy/reliability

Summary of Position Responsibilities

• Receive all invoices/credit notes via e-mail or directly through postal mail to sort for payment, determine which department the invoices belong to and code with appropriate G/L string where warranted
• Maintain and update spreadsheets for G/L splits across different departments to determine the cost share allocation prior to invoice payment
• Match packing slips and purchase orders when applicable
• Promptly distributed all invoices to supervisors, managers, directors, or CAO for approval based on the Counties approved signing authorities
• Review all approved invoices for proper approval and enter batches into the financial system(s) for payment in accordance with established policies and procedures
• Maintain an accurate filing system and ensure all invoices and payment documentation are filed in a timely manner
• Process weekly meal allowance reimbursement payments for Paramedic Service employees
• Prepare and reconcile monthly preauthorized payments for all locations
• Process both weekly and ad hoc EFT and cheque batches in accordance with established policies and procedures
• Process bank approvals/confirmations and file for record keeping
• Process payment batches in Great Plains for CSS
• Deposit cheques weekly
• Deliver Bank deposits
• Collect and match all fuel receipts for all public works vehicles
• Maintenance of /update to vendor information in UCLG systems
• Answer both phone calls and e-mails from vendors to respond to payment inquiries such as timing of payments, payment discrepancies, disputed invoices or other general questions
• New Vendor set up: requests come from various departments for new vendor set up and employee meal allowance or mileage claims that require set up
• Ensure any new EFT information is verbally verified prior to making any changes in the Counties financial system and receive secondary approval when setting up EFT information to reduce the risk of fraud
• Execute a prenote report in the financial system and have this reviewed and approved before the Accounts Payable Clerk does a final review of the documentation and files it electronically
• Enter Station Supply Requests to update inventory for Paramedics Services in Great Plains
• Pull invoices and/or research payments to assist departmental inquiries
• Prepare and maintain accounting records and entry of data into the computer system
• Monitor postage machine for sufficient postage
• Provide back-up support and/or assistance for other Accounting Services team members
• Provide administrative support in the form of filing, typing of correspondent and reports, and preparation of spreadsheets
• Assist with the preparation of year-end working papers for year-end audit and assists with internal auditing as required
• Keep apprised of and adhere to Counties’ policies and procedures regarding travel, cleaning, rental and lease contracts, and maintains an accurate filing system of back-up documentation
• Transfer current year invoicing for records retention and prepare folders for next year at end of year

Legislative Requirements

Perform responsibilities of position within legislative and regulatory standards set out in applicable Federal and Provincial Legislation; Municipal Acts, By-Laws and Operational and Human Resource policies/codes of the United Counties of Leeds and Grenville.

• Ensure a high level of respect for confidentiality for both the organization as a whole and staff as per the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
• Protect health and safety of self and others via safe work practices, immediately reporting unsafe conditions and attending all relevant in-services regarding occupational health and safety. Follow all guidelines for employees/employers as legislated under the Ontario Health and ...