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ADMS 2600 (99)


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York University
Administrative Studies
ADMS 2600
Monica Belcourt

PURPOSE OF THE POSITION (The main reason for the position, in what context and what is the overall end result) The Accounts Payable Clerk is responsible for providing financial and administrative in order to ensure effective, efficient and accurate financial and administrative operations. SCOPE (The way that the position contributes to and impacts on the organization) The Accounts Payable Clerk reports to the Director of Finance and is responsible for providing financial, administrative and clerical services. This includes processing and monitoring payments and expenditures and preparing and monitoring the payroll system. Providing these services in an effective and efficient manner will ensure that municipal finances are accurate and up to date, that staff are paid in a timely and appropriate manner and that vendors and suppliers are paid within established time limits. RESPONSIBILITIES (Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.) 1. Perform the day to day processing of accounts payable transactions to ensure that municipal finances are maintained in an effective, up to date and accurate manner Main Activities: o Receive and verify invoices and requisitions for goods and services o Verify that transactions comply with financial policies and procedures o Prepare batches of invoices for data entry o Data enter invoices for payment o Process backup reports after data entry o Manage the weekly cheque run o Record all cheques o Prepare vendor cheques for mailing o List all vendor cheques in the log book o Prepare manual cheques as and when required o Maintain listing of accounts payable o Maintain the general ledger o Maintain updated vendor files and file numbers o Print and distribute monthly financial reports 2. Complete payroll functions in order to ensure staff are paid in an accurate and timely manner. Main Activities: o Establish and maintain confidential casual employee files o Process TD1 forms o Calculate salaries and benefits o Verify pay amounts, hours of work, deductions, etc. o Verify coding and obtain signatures o Batch paysheets for data entry o Data enter of payroll information o Log in and distribute pay cheques o Prepare and remit source deductions and payroll tax 3. Provide administrative support in order to ensure effective and efficient office operations Main Activities: o Maintain inventory files o Maintain a filing system for all financial documents o Ensure the confidentiality and security of all financial and employee files 4. Perform other related duties as required KNOWLEDGE, SKILLS AND ABILITIES (The knowledge, skills and attitudes required for satisfactory job performance) Knowledge The incumbent must have proficient knowledge in the following areas: o knowledge of accounts payable, accounts receivable and maintaining general ledgers o knowledge of payroll functions and procedures o ability to maintain a high level of accuracy in preparing and entering financial and payroll information o ability to maintain confidentiality concerning financial and employee files Skills The incumbent must demonstrate the follow
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