administrative assistant jobs in Ottawa, ON

Key Responsibilities:

Financial Reporting:

• Prepare and analyze financial statements, including income statements, balance sheets, and cash flow statements (Quickbooks expertise)
• Provide timely and accurate financial reports to senior management, board of directors, and external stakeholders.

Invoice Processing:

• Receive and review invoices from vendors and suppliers for accuracy, completeness, and compliance with company policies.
• Enter invoice details into the accounting system, assigning appropriate general ledger codes and cost centers.

Payment Processing:

• Prepare and process payments, including checks, electronic transfers, and ACH payments, according to established payment schedules and terms.
• Verify payment accuracy and ensure proper authorization and documentation for all outgoing payments.
• Address any discrepancies or issues with invoices or payments, coordinating with vendors, procurement, and other departments as needed.

Vendor Management:

• Maintain vendor accounts and contact information, ensuring accurate records of payment terms, discounts, and payment preferences.
• Communicate with vendors regarding payment inquiries, discrepancies, and payment status updates.
• Negotiate payment terms and resolve disputes or issues related to vendor invoices and payments.

Reconciliation and Reporting:

• Reconcile accounts payable transactions with vendor statements, purchase orders, and receiving documents to ensure accuracy and completeness.
• Generate accounts payable reports and analyses for management review, providing insights into payment trends, liabilities, and cash flow projections.

Compliance and Controls:

• Ensure compliance with company policies, accounting standards, and regulatory requirements in accounts payable processes.
• Maintain internal controls and documentation to support audit requirements and financial reporting integrity.
• Monitor and enforce adherence to payment terms, discounts, and vendor contracts to optimize cash flow and minimize late fees or penalties.

Process Improvement:

• Identify opportunities for process improvement and automation in accounts payable workflows to enhance efficiency, accuracy, and cost-effectiveness.
• Collaborate with cross-functional teams, including procurement, finance, and IT, to implement system enhancements and best practices in accounts payable processes.

Qualifications:

• Bachelor's degree in Accounting, Finance, or related field.
• Proven experience (typically 1-3 years) in accounts payable or related financial role.
• Familiarity with accounting software (e.g., QuickBooks, SAP, Oracle) and proficiency in MS Excel.
• Strong attention to detail, accuracy, and organizational skills.
• Effective communication and interpersonal skills for vendor interactions and internal collaboration.
• Ability to prioritize tasks, meet deadlines, and work independently in a fast-paced environment.
• Knowledge of accounting principles, accounts payable best practices, and regulatory compliance requirements.

Job Type: Part-time

Pay: $36,558.80-$48,995.84 per year

Benefits:

• Dental care
• Paid time off

Flexible language requirement:

• French not required

Education:

• Bachelor's Degree (preferred)

Experience:

• Financial reporting: 1 year (preferred)
• QuickBooks: 2 years (preferred)

Language:

• English (preferred)

Work Location: In person