Accounting Clerk - Purchasing

Duties & Responsibilities

This is a job description for all accounting clerks. Your primary responsibilities areas are highlighted with an asterix (*).

Purchasing:

• * Assist Haisla Nation staff with purchase order requests.
• * Process purchase orders verifying the details such as quantities, prices, delivery dates and approval.
• * Centralized purchasing for selected items, e.g. groceries and office supplies.
• * Set up new A/P vendors and maintain A/P vendor records in accounting system.
• * Train internal stakeholders on PO system and process.
• * Ensure purchase is within an approved budget.
• * Match invoices to purchase orders.

Accounts Payable:

• Process and verify invoices, ensuring appropriate documentation and authorization.
• Communicate with vendors to confirm order details, resolve discrepancies, and track deliveries.
• Process payments.
• Reconcile accounts payable transactions and resolve any discrepancies.
• Reconcile vendor accounts to vendor statements.
• Match purchase orders to vendor invoices.

Bank Reconciliations:

• Perform semi-monthly bank reconciliations.
• Follow up on outstanding items, reversed transactions and resolve discrepancies.
• Assist with the preparation of monthly tax returns.
• Perform membership payments.
• Perform investment and gl reconciliations.

Accounts Receivable:

• Prepare and issue invoices.
• Track and follow-up on outstanding accounts receivable; collections.
• Document and record cash receipts and bank deposits accurately.
• Reconcile revenue to funding agreements, follow up on discrepancies.

General Ledger and Administration:

• Prepare and record transactions in the accounting system, e.g. journal entries.
• Track and administer journal entries, new department requests, meeting notes, finance internal logs.
• Assist with budgeting and regular reporting process, support variance analysis process.
• Provide support to Director Finance, Manager Finance and administrative support to the Finance Team.

General Accounting Duties:

• General accounting, including month end and annual procedures.
• Record and track expenses and revenue.
• Reconcile GL accounts.
• Assist with developing procedures in relation to financial transactions.
• Assist with annual audit.
• Provide financial support to Program Area managers.
• Assist with analysis of Program Area financial information – example -variance analysis.
• Recommend and implement improvements to accounting systems and management practices.
• Provide backup, as needed, for the Finance Department for other accounting clerks.

Compliance and Documentation:

• Maintain accurate financial records for audit and internal review purposes.
• Ensure that deadlines are met.
• Review agreements for program areas to ensure compliance.
• Assist in financial capacity development of the Finance Department employees and Program Managers.
• Ensure accuracy and compliance to accounting standards, procedures and internal controls.
• Communicate timely and professionally with internal and external stakeholders.

Other related duties as required.