Accounting Clerk · Accounts Payable and Accounts Receivable

Job Title: Accounting Clerk · Accounts Payable and Accounts Receivable
Department: Finance
Immediate Supervisor: Finance Manager
Employment Status: Full-time, permanent

About: PAQ is an Indigenous organization that supports First Nations, Inuit, and Métis people facing housing insecurity in Tio’tià:ke / Montreal. Using a culturally appropriate approach based on empowerment and harm reduction, we provide housing options, shelter, and services that promote well-being and healing, and strengthen the community. We work in partnership with other organizations to promote the health and right to housing of urban Indigenous populations.

Role Description:

This combined position may be used to hire two people. Depending on operational needs, each person is assigned a primary role in accounts payable or accounts receivable and can ensure continuity in the other cycle. This versatility does not combine approval and control responsibilities.

Job Summary:

At PAQ, we support First Nations, Inuit, and Métis people experiencing housing insecurity in Tio’tià:ke/Montreal through a culturally appropriate approach based on empowerment and harm reduction.

The accounting clerk ensures the accurate and timely processing of a high volume of transactions related to accounts payable and accounts receivable. The clerk enters data, maintains complete documentation, performs routine follow-ups, and promptly reports discrepancies or unusual situations.

Primary responsibilities:

1. Accounts Payable

• Receive, centralize, and verify invoices and credit memos, including calculations, taxes, duplicates, supporting documents, approvals, and required account codes.
• Enter authorized invoices, credits, and administrative adjustments into Sage 50.
  Reconcile vendor statements and follow up on missing documents, discrepancies, or approvals.
• Prepare payment batches and forward them to authorized personnel; do not release funds independently.

2. Accounts Receivable

• Prepare and issue invoices in accordance with approved contracts, rates, schedules, and instructions.
• Record and post payments, wire transfers, checks, deposits, and other receipts.
• Maintain the aging report, send routine reminders, and document disputes or promises to pay.
• Identify unallocated receipts and submit credits, write-offs, refunds, or adjustments for the required approval.

3. Month-End Reconciliations and Documentation

• Reconcile assigned subsidiary ledgers, journals, bank statements, and bank transactions.
• Provide the necessary information for period-end adjustments, accrued expenses, accrued revenue, and carryovers.
• Maintain a complete audit trail, including invoices, contracts, supporting documentation, approvals, receipts, and correspondence.
• Support monthly and annual closings as well as audit requests.

4. Customer Service and Teamwork

• Respond professionally to routine requests from suppliers, customers, partners, and internal teams.
• Coordinate priorities, balances, and pending items with the other clerk, the payroll manager, the analyst, and the manager.
• Keep track of deadlines, follow-up lists, and incomplete or disputed files.
• Contribute to the documentation and continuous improvement of procedures.

Organizational relationships:

Vertical Relationships

• Reports to the finance manager, who sets priorities, assigns the main cycle, and approves exceptions.
• No direct reports and no budgetary, contractual, or disciplinary authority.
  

Horizontal Relationships within Finance

• Works in tandem with the other accounting clerk and ensures, as needed, the continuity of accounts payable or accounts receivable.
• Collaborates with the payroll manager and the analyst to resolve discrepancies and provide the data needed for reconciliations and reports.

Lateral Relationships within PAQ

• Collaborates with budget holders, site managers, program managers, Housing, Shelters, Operations, Development, and Human Resources.
• Obtains the necessary approvals, supporting documents, and information without overstepping the authority of those responsible for the expenditure, contract, or budget.

External Relations

• Communicates with suppliers, clients, partners, and payers for authorized administrative follow-ups.
• Does not negotiate contracts, modify commercial terms, or make commitments on behalf of PAQ.

Continuity and Cross-Functional Coverage

• At the request of the finance manager, an employee may temporarily perform tasks related to another financial function to ensure continuity during vacations, leave, absences, transition periods, or occasional work overloads.
• Coverage is limited to tasks for which the employee has the necessary training, information, access, and delegations of authority. This does not constitute a permanent transfer of position or responsibilities.
• Approval controls, traceability, and segregation of duties continue to apply. When, in exceptional cases, the same person must both prepare and review a transaction, an independent review or compensating approval must be documented.

Authority and Limits of the Role

• Does not approve their own expenses, invoices, credits, write-offs, or reimbursements.
• Does not create or modify sensitive master data on their own, particularly the bank account information of a supplier or payer.
• Does not authorize payments on their own and complies with all dual-authorization requirements.
• Does not determine on their own the accounting treatment of an unusual transaction or the recognition of revenue.
• Immediately escalates anomalies, duplicates, sensitive bank account changes, material discrepancies, and suspected fraud.

Education, Knowledge, and Experience:

• DEP in accounting, bookkeeping, or equivalent training; an equivalent combination of education and experience may be considered.
• One (1) to three (3) years of experience in accounts payable, accounts receivable, bookkeeping, or accounting support.
• Experience with accounting software; Sage 50 is a plus.
• Proficiency in Excel and document management tools.
• Practical knowledge of taxes, invoices, credits, collections, deposits, and reconciliations.
• Fluency in spoken and written French; knowledge of English is a plus.

Skills, Abilities, and Values

• Attention to detail, speed, and consistency in a high-volume environment.
• Organization, independence, and strict adherence to deadlines.
• Integrity, discretion, and respect for confidentiality and controls.
• Professional communication and a service-oriented approach.
• Ability to identify anomalies, resolve common discrepancies, and seek validation.
• Collaboration, flexibility, and the ability to temporarily cover the other shift.

Performance Metrics

• Transactions processed in accordance with established deadlines and procedures.
• Complete, accurate records supported by an audit trail.
• Reduction in errors, duplicates, discrepancies, and unallocated receipts.
• Aged accounts and pending items tracked and escalated in a timely manner.
• Reconciliations and closing information provided according to schedule.

Recognition and Updates:

This job description outlines the primary responsibilities of the position. It must be interpreted in accordance with PAQ’s organizational structure, policies, and delegations of authority, as well as applicable legal and contractual requirements. Any substantial change to authority or responsibilities must undergo a formal review prior to implementation.

*At PAQ, although French is the primary working language, many of the Indigenous clients we serve speak their native language first and English as a second language, with French rarely being used. To provide effective support, proficiency in English is required for this position. This requirement is based solely on the nature of the duties and the need to communicate effectively with our clients, in accordance with Quebec’s language laws.

**Only candidates who meet the requirements will be contacted.

***Indigenous candidates are strongly encouraged to apply.

To apply

Complete description  (In French only)