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FS PARTNERS, a division of GROWMARK, Inc., is a great company for which to work, large enough to offer solid career opportunities and great benefits, but with a friendly, personal feel. At FS PARTNERS, we specialize in agronomy, energy products and grain marketing. We are driven to deliver innovative solutions to help improve the profitability of our customers and farmer owners.
Purpose And Summary Statement
Under the direction of the Controller, the Accounts Payable Clerk performs clerical and accounting duties, according to accepted accounting standards. They also contact locations for outstanding receiving vouchers and discrepancies to ensure effective, efficient and accurate payment of vendor accounts. The Accounts Payable Clerk is responsible for ensuring that transactions are executed in adherence of corporate processes and policies. Unusual problems are usually referred to the Controller.
Essential Job Functions
Receives and organizes incoming invoices, credits, receiving vouchers, expense reports, and other correspondence; ensuring validity of information received, as well as proper approvals are obtained prior to entry into the accounting system. Also, accountable for verifying special payments in the absence of invoices and obtaining the appropriate approvals prior to processing payments.
Enters invoices, credits, receiving vouchers, discount terms, and special payments accurately into the computer system for the purpose of issuing prompt and correct payments. Ensures the timely processing of invoices and credits to maximize available discounts and minimize additional service charges. Verifies and corrects vendor data, payment, invoices and credits and discount terms, including verifying invoices to reflect the appropriate sales tax amount prior to entering data into the computer.
Matches receiving reports and other documentation to supplier invoices/credits. Verifies the accuracy between the receiving report and the invoice. All discrepancies outside the pre-determined tolerances are communicated to the branches and/or forwarded to the Controller for resolution. (Agronomy related invoice discrepancies are forwarded to the Agronomy department for resolution).
Ensures invoices coming due are communicated with the branches to ensure payments to suppliers are made in accordance with their terms.
Ensures GROWMARK invoice disputes are protested on e-supply promptly to avoid service charges. This includes protesting invoices not resolved by branches.
Communicates in a professional manner, verbally or in writing with staff and vendors regarding missing documentation, approvals, pricing or any other discrepancies, for the purpose of validating or correcting information received.
Completes supplier reconciliations on a monthly basis and resolves vendor issues/inquiries in a professional and timely manner, processing adjustments as required and seeks controller’s assistance when necessary.
Enters new vendors into the system and updates information in the vendor master files, including setting up the EFT information accurately.
Establishes and issues cheque runs, matches supplier cheques with the invoice back up and forwards to the Controller for cheque signing.
Performs general office duties such as, opening, dating, sorting, distributing mail, as well as may assist in preparing courier bags for pickup, distributing, updating supplier files, filing daily all processed invoices and, maintaining supplier files.
May be required to complete invoicing for propane cylinder deliveries and issues customer invoices; complete the production run in the accounting system to move propane from bulk inventory to the individual propane cylinder inventory; receives physical propane counts at month end, inputting and comparing to the book inventory and reconciles any differences.
May be required to track and maintain retail supplier price lists and update supplier costs and product codes in the computer system.
Other Job Functions
Maintains efficient and up-to-date manual and automated filing system and completes general office procedures and photocopies invoices as required.
Follows GROWMARK Workplace Health, Safety & Environmental policies and procedures. Under the Occupational Health and Safety act (OHSA) employee must: use or wear any equipment, protective devices or clothing required by the employer; report any known workplace hazard to the employer or supervisor; report any known contravention of the Act or regulations to the employer or supervisor; not use or operate any equipment or work in a way that may endanger any worker.
Performs other duties as assigned.
Requirements
Education and Experience
Normally requires a minimum of Grade 12 education, completion of college or other courses in accounting, or bookkeeping, plus prior work experience and knowledge to provide level of understanding needed to perform responsibilities. Minimum of 60 wpm preferred.
Functional Competencies
Understanding and experience with purchase orders, credit administration/applications, general ledger, financial reports, reviews, research, evaluation, collections and decision making. In addition to general knowledge regarding invoicing, billing, tax auditing, records control, account reconciliations, and other applicable accounts payable functions and knowledge of office procedures.
Knowledge of mathematics, standard credit and reconciliation policies and procedures and general knowledge and understanding of General Accepted Accounting Practices (GAAP).
Proven written and oral communication skills and the ability to interact in an articulate and professional manner with staff and customers.
Proficiency in the use of office equipment including faxes, computers, photocopiers etc., as well as other office procedures.
Demonstrated planning, organizational, analytical, and problem solving skills, as well as the ability to handle multiple tasks with moderate interruptions and prioritize work.
Displays “attention to detail” when coding invoices, ensuring appropriate and correct taxes are reflected on the supplier invoices, and inputting data into the computer, as well as deals with tight deadlines during the monthly and annual accounting close cycles.
Proven ability to work independently, in a team-oriented environment, and achieve results through others.
Proven computer skills including complex spreadsheets through Excel, database management skills, and various software applications, and the ability to use the computer and to enhance business processes.
Core Competencies
Demonstrates GROWMARK core competencies including business knowledge, collaboration, communication, customer focus, decision-making, and skill development.
Other Requirements
May be required to work hours beyond those considered ‘normal’, particularly during peak season.
Must be able to be trained in GROWMARK’s Workplace Health, Safety & Environmental policies and procedures, including Accident Reporting, Emergency Response Plan, Fire Safety, General Safety Rules, Health & Safety Rights, Health & Safety Roles and Responsibilities, Safe Manual Lifting, Slips Trips and Falls, and WHMIS.
JOB SPECIFICATIONS
Mental Effort
The incumbent works independently within established policies and work procedures and is called upon to make administrative decisions within their scope of practice set by the Manager. Unusual problems are referred to the Controller.
Requires periods of concentration, normally moderate to occasionally high in intensity and attention to detail while completing somewhat routine administrative office work such as entering data into the computer and reconciling supplier statements in a fast paced work environment.
The incumbent may encounter moderate to occasionally high mental stress increases when dealing with deadlines, during month and year-end activities during peak season, sometimes unclear information and in handling interruptions from supplier queries, other departments and managers that require refocusing.
Physical Effort
Most of the incumbent’s time is spent in a sitting position while working at a computer screen, with opportunity to move about. Office work may result in long periods of viewing data on a computer screen and/or on paper. Possible eye strain from using computer for long periods of time on a daily basis.
Occasional lifting, carrying and putting away parcels weighing up to 35 lbs. may be required.
Physical demands include occasional turning, bending, pulling, and reaching, and repetitive finger, hand and arm movements, throughout the shift to accomplish tasks.
Working Conditions
Work is conducted mainly in a typical office environment, sometimes in a noisy, open area while interacting with team members and serving supplier’s needs. Additional hours or time outside of normal hours may be necessary due to operational requirements.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to the classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities and skills required of personnel so classified. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Benefits
- Competitive wages
- Excellent benefit plan
- Excellent work experience
- Ongoing training and development
- Tuition aid for further education
