JOB SUMMARY
The Accounts Payable Administrator is responsible for supporting the daily financial operations of Bearspaw First Nation by ensuring the accurate and timely processing of accounts payable transactions and maintaining financial records. This position assists with invoice processing, payment administration, vendor communications, document management, and other accounting support functions while ensuring compliance with organizational policies and internal financial controls. Working in a fast-paced environment, the Accounts Payable Administrator provides exceptional service to internal departments, vendors, and community members while maintaining accuracy, confidentiality, and professionalism in all financial activities.
JOB DESCRIPTION
The Accounts Payable Administrator provides administrative and accounting support to the Finance Department by processing financial transactions, maintaining accounting records, and ensuring accounts payable activities are completed accurately and efficiently.
This position contributes to the integrity of the Nation's financial operations by maintaining organized financial documentation, supporting payment processes, and ensuring compliance with established accounting procedures. The successful candidate demonstrates strong organizational skills, attention to detail, sound judgment, and the ability to prioritize multiple responsibilities while meeting deadlines.
DUTIES AND RESPONSIBILITIES
Accounts Payable
· Review, verify, and process general cheque requisitions and accounts payable vouchers.
· Ensure payment requests include complete supporting documentation, appropriate approvals, accurate coding, and invoices.
· Return incomplete or inaccurate submissions to the appropriate department for correction.
· Report discrepancies or irregularities to the Accounting Manager.
· Process vendor payments by cheque and electronic funds transfer (EFT).
· Perform cheque voids and payment corrections in accordance with established procedures.
· Enter accounts payable transactions into the accounting system accurately.
· Scan and attach invoices to electronic accounting records.
· Maintain organized electronic and physical financial files.
· Respond to vendor inquiries and assist in resolving invoice discrepancies.
· Monitor outstanding invoices and ensure payments are processed within required timelines.
· Prioritize urgent payment requests while maintaining regular payment schedules.
· Ensure compliance with internal financial controls and organizational policies.
· Assist with month-end and year-end accounting processes.
· Perform monthly bank reconciliations and resolve discrepancies.
· Reconcile bank statements and supporting financial records.Maintain accurate vendor records and support documentation.
Administrative & Accounting Support
· Maintain an organized and professional work environment.
· Demonstrate accuracy and attention to detail in all financial transactions.
· Maintain confidential financial information and records.
· Assist with accounting record maintenance and filing.
· Maintain and track payments for designated programs and funding agreements.
· Monitor program expenditures and maintain accurate payment records.
· Assist with the reconciliation and reporting of program-specific financial transactions.
· Support continuous improvement in accounting procedures.
· Collaborate with departments to resolve payment-related issues.
· Perform additional accounting and administrative duties as assigned by the Accounting Manager.
EDUCATION, SKILLS, AND QUALIFICATIONS:
· High School Diploma (Grade 12) is required.
· Bookkeeping certification and related experience required.
· Post-secondary education in Accounting, Business Administration, Finance, or related fields is considered an asset.
· Experience using accounting software is preferred.
· Strong understanding of accounts payable and basic accounting principles.
· Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
· Excellent organizational and time management skills.
· Strong attention to detail and accuracy.
· Excellent written and verbal communication skills.
· Ability to prioritize multiple tasks and meet deadlines.
· Ability to work independently with minimal supervision.
· Professional, reliable, and dependable work ethic.
· Strong interpersonal skills and the ability to work collaboratively within a team.
· Ability to maintain strict confidentiality when handling financial information.
EMPLOYMENT CONDITIONS:
· Successful Criminal Record Check.
· Must sign and maintain a Confidentiality Agreement.
· Compliance with Bearspaw First Nation financial policies and procedures.
· Commitment to maintaining confidentiality of financial records and sensitive information.
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Employee assistance program
- Life insurance
- On-site parking
- Paid time off
- RRSP match
Application question(s):
- Are you legally entitled to work in Canada?
- Do you hold a valid Class 5 driver’s license?
- Are you comfortable driving to Mini Thni (50Km of Calgary, Alberta)?
- Are you able to provide a clear Police Information Check (including Vulnerable Sector Search) and an Intervention Record Check before starting employment?
Work Location: In person
