Accounts Payable Clerk

COVID 19 On-Campus Requirements

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Applicant Guidance & Information

At Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's or seeking your next opportunity, we are here to support you. Visit our Applicant Resources for guidance on applying, showcasing your skills and experience, and preparing for interviews.

Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

A Brief Overview
The Accounts Payable Clerk reports in to the Senior Manager, eProcurement. The eProcurement team oversees management of the university's eProcurement system, acQuire, as well as all goods and service related Accounts Payable requirements. As a part of the Strategic Procurement Services department, the eProcurement team contributes in supporting the acquisition of products and services on behalf of the university.
This position completes bookkeeping activities such as journal entries, accounts payable, invoicing, accounts receivable, and expense claim processing. This position monitors incoming invoices, reviews coding for accuracy and/or duplicates, and matches against purchase orders before data entry. This position also supports the implementation of changes to the expense reimbursement systems or procedures.

Job Description

What you will do
• Performs bookkeeping procedures such as journal entries, accounts payable and receivable, invoicing, requisitions, reconciliation, delinquent accounts follow-up, and cheque preparation.
• Processes purchase orders, T4As and other vendor payments.
• Monitors incoming invoices, reviews coding for accuracy, for duplicates, and matches against purchase orders before data entry.
• Resolves invoice discrepancies such as identifying and addressing errors made on payment requests submitted for processing.
• Maintains documentation regarding expense reimbursements, including training materials, standard operating procedures, correspondence, and website forms.
• Reviews travel claims, employee reimbursement, payment requests.
• Explains travel and expenses policies, processes, and procedures to faculty, staff and other approvers.
• Supports the implementation of changes to the expense reimbursement systems or procedures.
• Processes all wire payments to vendors in banking portals, provide documentation for approval and release of payments.
REQUIRED QUALIFICATIONS:
EDUCATION
• Two-Year Community College Diploma.
EXPERIENCE
• More than 1 year and up to and including 2 years of experience.
LICENSES AND CERTIFICATIONS:
• Satisfactory Criminal Records Check required.
JOB KNOWLEDGE AND REQUIREMENTS
• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience.
• Provide information that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
• Manage own work effectively and follows through on commitments, using the available resources.
• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
• Resolve recurring problems and situations using established procedure and guidelines.
• Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
• Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
• Acknowledge and respect diverse cultural traditions and beliefs.
• Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.