Summary

We are seeking a passionate and dedicated Accounts Payable / Administration Clerk to join our team at Inn from the Cold. This role is directly responsible for performing data entry and related duties in disbursing non-payroll accounts payable to individuals, suppliers, corporations, and other entities. This includes filing, maintaining and updating financial spreadsheets and performing other administrative duties of the finance department.

Description

Are you a changemaker? Come on INN!

Who Are We?

We’re an amazing team, doing amazing things every day. Inn from the Cold is the largest organization in the Calgary region dedicated to supporting families experiencing a housing crisis.

 

At Inn from the Cold, we offer more than a job; we provide an opportunity to make a profound impact on the lives of families in need. Our values guide us — compassion, accountability, respect, inclusivity, courage, and innovation. We are driven by our vision of a thriving community where every child and family has a safe and stable place to call home.

 

We prioritize people, recognizing the uniqueness and worth of everyone who walks through our doors. Our commitment to reconciliation and equity is not just a statement; it's a journey we're dedicated to, actively working alongside Indigenous peoples and marginalized communities to dismantle oppressive structures. As a trauma informed organization, we create a safe and supportive environment, promoting healing and resilience.

 

We are a multidisciplinary team united by a shared vision, mission and values. Collaboration is at the heart of our work, and we believe that diverse perspectives drive our success. It is this diversity and the respect and value we have for each other and our community that makes us stronger.

 

If this sounds like a place where you would want to work, please review the position below to see if there’s a fit with your skills and experience.

 

What Are We Looking For?

  • Position Title Accounts Payable / Administration Clerk
  • Job Type Full Time
  • Department Finance & Operations
  • Reports to Controller

 

Position Overview

We are seeking a passionate and dedicated Accounts Payable / Administration Clerk to join our team at Inn from the Cold. This role is directly responsible for performing data entry and related duties in disbursing non-payroll accounts payable to individuals, suppliers, corporations, and other entities. This includes filing, maintaining and updating financial spreadsheets and performing other administrative duties of the finance department. The A/P Administration Clerk will also ensure the timely and accurate processing of payment documents such as vendor invoices, travel reimbursements, stipends, and any other accounting transactions related to A/P management. This position involves professional interaction to provide billing information and support in order to facilitate regular bank reconciliations.

 

What You’ll Do

  • Collaborate with the Payroll and Accounting Administrator to maintain A/P standards.
  • Obtain approval for invoices from various Inn from the Cold budget managers.
  • Process payments to third parties, whether by cheque, EFT, or other forms of payment.
  • Reviews purchase requests for expenses; verifies that expenses are charged to the proper account code.
  • Perform Accounts Payable and Administrative filing and scanning duties, maintaining an organized system.
  • Enter Accounts Payable data as per organizational A/P policies and procedures.
  • Generate invoice batches as per organizational A/P policies and procedures in preparation for review and posting by the Payroll and Accounting Administrator.
  • Review invoices received by the organization for potential errors and/or discrepancies.
  • Use matching to process all invoices and expenses received (check for approval, invoice date, invoice number, due date, amount and vendor name)
  • Investigate and resolve billing discrepancies or miscoded transactions.
  • Balance A/P batches; prepare and distribute payment reports.
  • Ensure the strict confidentiality and privacy of financial records as they relate to the organization and its business partners.
  • Respond to vendor inquiries
  • Investigate payment processing problems while adhering to organizational A/P policies and procedures.
  • Continuously look for ways to improve on the accounts payable process.
  • Assist in the preparation of Accounts Payable monthly reconciliation reporting.
  • Complete credit applications for new vendors as required.
  • Ad-hoc requests from Finance team members.
  • Respond to vendor enquiries in a timely manner.
  • Provide backup to the Payroll processing function upon additional training provided by the Payroll and Accounting Administrator.
  • Participate in organizational activities including employee engagement activities, team meetings, town halls and team building.
  • Participate in professional development and training opportunities.

 

This position description reflects the general duties of the role, but is not intended to include all duties that may be inherent in the position. The Accounts Payable / Administration Clerk may be asked to perform other duties as required or assigned.

 

 What You Bring to Our Mission

  • Organizational Fit – holds a perspective of what is possible; bold; humble; courageous; has credibility internally and externally; acts with integrity and kindness
  • Customer (Internal and External) Service Orientation: Desire to help or serve others in a professional manner
  • Communication: Ability to speak and write clearly and succinctly in a variety of settings and styles; ability to secure information, listen effectively and get messages across that have the desired effect. Provides professional, attentive and courteous communication verbally and written.
  • Adaptable and Focused: Ability to be adaptable to changing priorities while maintaining focus on on-going responsibilities
  • Results Focused: has an ability to deliver exceptional results; inspires excellence in others; works with focus and clarity about who we are and who we are not; can develop strategy and deliver on tactics; can balance short term pressures with long term sustainability
  • Ethics and Values: Ability to pursue goals of the organization in an ethical manner, ensuring that the guidelines and policies for managing finances, people resources, business transactions or client relations are followed
  • Accountability: Holds self-accountable for assigned responsibilities.
  • Collaborates: Works effectively with other people, teams, and departments.
  • Accounting diploma/certificate or working towards accounting diploma/certificate and 2- 5 years of experience, or an equivalent combination of education and experience.
  • 2 years of direct experience in an A/P capacity.
  • Demonstrated ability to accurately calculate, correct, and manage accounting figures and financial records.
  • Adhere at all times to The Inn’s Policies, Procedures and Code of Conduct
  • Strong knowledge of payment regulations and standard credit practices.
  • Must possess a high level of integrity for handling confidential information and monetary transactions.
  • Experience in gathering data, compiling the proper information, and preparing accounts payable reports.
  • Basic knowledge of accounting systems, budgets, and internal controls.
  • High level of proficiency with Microsoft Office productivity suite, specifically Excel.
  • Working knowledge of Financial Edge will be considered an  asset.
  • Effective attention to detail and a high degree of data entry accuracy.
  • Strong work ethic and positive team attitude.
  • Sound analytical thinking, planning, prioritization, and execution skills.
  • Excellent teamwork and team building skills.
  • Able to effectively communicate both verbally and in writing.
  • Able to build and maintain effective relationships with other departments, and third-party vendors.
  • Strong problem identification and problem resolution skills.
  • Complete all required training as assigned such as: Indigenous Awareness, Brain Story, conflict de-escalation, harm reduction, etc.

 

What We Offer

We provide people with meaningful work and are committed to offering equitable benefits and total compensation to all staff, including:

  • Competitive salary, where all employees are paid a living wage at minimum
  • Focus on health and wellbeing, including access to employer paid extended health benefits, dental benefits, annual health spending account and employer matched RRSP contributions
  • Commitment to your mental wellbeing with free and confidential support through the Employee & Family Assistance Program
  • Work life balance, including paid vacation starting at three weeks, wellness days, and 12 paid statutory holidays
  • Supportive and flexible work environment, with ongoing training and development opportunities
  • Potlucks, celebrations, employee engagement initiatives and plenty of fun
  • Strong commitment to advancing reconciliation, aligning with the calls to action of the Truth and Reconciliation Commission of Canada and the United Nations Declaration on the Rights of Indigenous Peoples
  • Recognition that people are a combination of many intersecting identities; we work to cultivate an environment that welcomes the whole person and harnesses the strength in diversity, creating a rich and inclusive workplace.

 

Our Commitment

Join us in a workplace where your actions contribute to breaking down barriers, fostering equity, and creating a truly inclusive and antiracist space. At Inn from the Cold, you're not just an employee but a crucial part of a community, making a difference in the lives of those who need it most.

 

Diversity, Equity and Inclusion: The INN is deeply committed to building a workplace where inclusion is valued and prioritized. We welcome and encourage applicants from diverse backgrounds and experiences. If you are passionate about our mission and can contribute to our team, we encourage you to apply, even if you don't meet every qualification listed. We value unique perspectives and are committed to building a team that represents a variety of talents and skills. We are proud to be an equal opportunity employer seeking to create a welcoming and diverse environment.

 

All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, family status, marital status, sexual orientation, national origin, genetics, neurodiversity, disability, age or veteran status, or any other non-merit-based or legally protected grounds.

 

Join Our Team

We are excited to hear from you! We invite you to join our movement to end family homelessness in our city. If you are passionate about making a difference and meet the qualifications above, please submit your resume and cover letter by visiting our website at innfromthecold.org/careers.

 

The successful candidate must satisfactorily complete a Police Information Check with Vulnerable Sector Search and a Child Intervention Record Check.

 

Application Deadline: Applications will be accepted until December 6, 2024.

 

Inn from the Cold is committed to providing reasonable accommodations to qualified individuals with disabilities in the employment application process. To request an accommodation, please contact us at HR@innfromthecold.org before your interview.