Accounts Payable Clerk

Job Details
Permanent Full Time (CUPE 1329)

Posting Status
Open to all current Town of Oakville employees and external applicants

Closing Date
Applications for this position must be received at oakville.ca by no later than 11:59 p.m. on April 16, 2026.

This job posting is for an existing vacancy and therefore will be filled accordingly.

Reporting to the Supervisor, Accounts Payable, this position is part of the accounting team, providing centralized accounting functions and a frontline internal control mechanism to the Town for accounts payable and general ledger. This position is responsible for the daily input of transactions through the accounts payable systems to generate cheques, reconcile purchasing card transactions and upload entries to the general ledger. This position serves a critical role to the integrity of the Town’s accounting system and timely and accurate variance reporting.

Job Responsibilities

• Manage and process a high volume of vendor invoices on a timely basis while ensuring completeness and accuracy of information
• Receive and validate all vendor invoices, ensuring that all proper departmental approvals and/or receiving has been completed, and the appropriate account number has been assigned, and then process invoice through AP system once all conditions of Purchasing By-law and corporate policies have been satisfied
• Review invoices for proper treatment of excise taxes to maximize HST rebates, perform self-assessment on out-of-Province/Country invoices, ensure exemption where applicable and overall compliance with tax legislation
• Review invoices for payment terms, taking discounts when available, ensuring that vendors are paid on a timely basis
• Manage weekly payments processing including special cheque runs, special EFT’s, and Wire payments.
• Monthly review of vendor statements and analysis of items marked as received but which have not yet been invoiced by a vendor for follow up on outstanding and/or incorrect invoicing
• Monthly reconciliation and processing of staff purchasing card statements for upload to the general ledger
• Liaise between departmental staff and vendors to resolve complex outstanding issues and serve as an escalation point of contact
• Ensure vendors are following the Town’s accounts payable processes
• Work with vendors to encourage Electronic Funds Transfer (EFT) services
• Act as a resource to departmental staff regarding system issues, corporate policies, vendor requirements, and tax and government guidelines
• Maintain complete and accurate corporate files for accounts payable and journal entries
• Monitor and manage Accounts Payable email
• Other duties as assigned

Qualifications

• Successful completion of a 2-year college diploma including courses in Accounting and Business-related studies
• Minimum 1-3 years’ experience in a centralized accounting environment, preferably in a municipality, with a strong focus on providing customer service and meeting deadlines
• Ability to work effectively as part of a team to deliver high quality customer service
• Excellent communication and interpersonal skills for working with team members, vendors, and internal customers
• Strong organizational and time management skills
• Accurate and proficient data entry skills
• Possess an understanding of accounting principles and have strong analytical skills, with aptitude for working with and reconciling numbers
• Comprehensive understanding of corporate financial computer systems and software, specifically J.D. Edwards and MS Word and Excel
• Understanding of standard purchasing procedures and invoice processing along with the ability to read, understand and apply tax legislation for HST

DATED: April 10, 2026

The Town’s recruitment software includes elements of artificial intelligence to assist in the screening and short-listing of qualified candidates.

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for each of the testing and interview components of the recruitment process is 75%.

We thank all applicants and advise that only those selected for an interview will be contacted.