Some of what you will do:
This position supports the accounts payable function by processing vendor invoices, PO variances and employee expense reimbursements to ensure accurate, complete, and timely payments in accordance with established procedures, policies, and internal controls.
Specifically, you will:
Invoice, Expense & Payment Processing (Trade & Expense)
Review and validate vendor invoices for accuracy, approvals, coding, and compliance.
Audit employee expense claims (T&E) for compliance with Staples T&E Policy, ensuring required documentation is provided and claims (including taxes and gratuity) are submitted and coded properly.
Process AP transactions (including payment requisitions, Excel uploads, and DR/CR Forms) using established procedures, ensuring completeness and accuracy.
Investigate and resolve exceptions and variances, including PO matching/receiving/RTV discrepancies, coordinating with internal teams as needed.
Complete batch review and maintain AP records by uploading/filing documentation in accordance with retention and imaging requirements.
Prepare vendor reports to support wire payment processing, as applicable.
When assigned, prepare cheques for distribution in accordance with established controls and exception handling requests.
Accounting Support, Reporting & Period Close
Prepare journal entries related to accounts payable activities and support month-end/year-end close activities (including adherence to invoice submission schedules and investigation of discrepancies) in accordance with established procedures.
Analyze tax-related discrepancies and prepare adjusting entries for review and approval prior to processing.
Vendor Reconciliation, Inquiries & Issue Resolution
Reconcile assigned vendor statements, identify discrepancies, and coordinate resolution with vendors and internal stakeholders.
Respond to AP inquiries from vendors, employees, and internal customers in accordance with corporate guidelines; follow up on outstanding items to ensure they are addressed and resolved in a timely manner.
Provide guidance to internal customers on AP documentation requirements and processes to support accurate and timely vendor payment.
Physical demands/working conditions:
Office environment – Hybrid
Some of what you need:
Post-secondary education in Accounting, Finance, or a related field, or equivalent combination of education and experience.
Accounting courses/designation progress (e.g., CPA pathway) is an asset.
2+ years of accounts payable experience in a high-volume environment
Experience with vendor statement reconciliations and discrepancy resolution.
Experience with accounts payable processes and controls, including invoice processing, PO matching (2-way/3-way), receiving/RTV, employee expense (T&E) auditing, and vendor statement reconciliation.
Proficiency with AP/finance systems (e.g., Oracle AP, AS400/JDA, workflow and imaging tools) and Microsoft Office (advanced Excel preferred).
Strong analytical and problem-solving skills to investigate variances/discrepancies, resolve issues through appropriate follow-up and documentation, and escalate complex items when required.
Basic understanding of general ledger concepts and journal entries; ability to prepare entries in accordance with established procedures and controls.
Strong attention to detail, organization, and communication skills to manage deadlines in a high-volume environment and interact effectively with internal customers and vendors.
Some of what you will get:
Associate discount
Health and Dental benefits
RRSP/DPSP
Performance bonuses
Learning & Development programs
And more…
