Accounts Payable Specialist

 Who We Are

Founded in 1889, YWCA Hamilton is known as one of Hamilton’s original social innovators and works from a feminist, anti-racist, and anti-oppressive framework. We are dedicated to strengthening women’s and girl’s voices, broadening their choices, building dynamic leadership and providing essential services that promote safe, inclusive and equitable communities.

 YWork for us?

At YWCA Hamilton, we are intentional about fostering a workplace culture that values positive physical and emotional well-being through our values of Intersectional Feminism, People Centered, Belonging, Responsibility, and Partnerships. We invest in our employees so that we can bring our values into the communities in which we live. We offer our employees:

• On-the-job training and professional development opportunities
• Childcare discounts
• Opportunities to get involved in our community
• A competitive total rewards package

If you’re passionate about making a positive impact in the lives of women, children, and families every day, we would love for you to join our team!

 Position Description

Job Code: 11-HAD-2025 

Department: Finance

Reports to: Manager, Finance Operations

Location: Hamilton, ON

Hours of Work: 37.5 hours / week

Start Date: TBD

Posting Date: October 28th, 2025

The Accounts Payable Specialist plays a vital role in ensuring the integrity, accuracy, and timeliness of the accounts payable function. This position goes beyond processing payments it supports finance operations through proactive problem-solving, trend analysis, and continuous improvement. The Specialist must be a curious, detail-oriented, and independent thinker who brings forward opportunities to improve systems and controls.

KEY RESPONSIBILITIES:

·        Manage full-cycle accounts payable, including, verifying, coding, and entering vendor invoices, cheque requisitions, reimbursements, and expense reports into the financial system;

·        Lead weekly payment runs, including EFTs and cheques, ensuring accuracy and compliance with approval workflows;

·        Reconcile vendor statements and resolve discrepancies independently with vendors; escalate as needed to Manager, Finance Operations;

·        Maintaining accurate and organized financial records;

·        Perform credit card reconciliations and post of transactions;

·        Support team members to ensure accuracy and ensure reporting deadlines are met.

·        Analyze payment trends and identify opportunities to optimize timing and vendor terms;

·        Support automation initiatives and system enhancements;

·        Reconcile AP subledger to general ledger (GL);

·        Develop and report on AP performance metrics;

·        Use AP automation tools to improve efficiency, accuracy, and compliance in invoice capture, approval workflows and payment processing.

·        Ensure all transactions comply with internal policies, funder requirements, and accounting standards;

·        Maintain accurate documentation and support records for internal and external audit requests;

·        Prepare supporting documentation for audits, funder reviews, and internal reports;

·        Ensure compliance with internal approval workflows and purchase order limits, escalate as needed;

·        Monitor compliance with accounting standards, funder agreements, and procurement guidelines.

·        Maintain and optimize the vendor database;

·        Liaise with vendors to resolve queries and ensure timely payments;

·        Provide excellent customer service to internal departments and vendors on payables-related inquiries;

·        Collaborate with finance team members to support monthly close processes, accruals, and reconciliations;

·        Assist in related accounting functions such as accounts receivable, project coding, or financial reporting;

·        Train or support junior team members, temporary staff or cross-train with the AP Coordinator as needed;

·        Ensures confidentiality and privacy of financial records;

·        Understands emerging trends, leading practices, industry professional standards;

·        Nurtures and forms meaningful internal and external working relationships and partnerships;

·        Recommends changes to policies, processes, and systems as appropriate to improve and enhance service delivery;

·        Supports YWCA Hamilton mission, vision, and values;

·        Perform other duties as required.

WORKING CONDITIONS:

·        Works a standard 37.5-hour work week with occasional peak-period demands;

·        May require flexibility during fiscal year-end or audit periods.

 Qualifications

·        Completion of 2 years’ college diploma in accounting, bookkeeping, or a related field;

·        Minimum 3–5 years of experience in accounts payable or a similar finance role;

·        Proficient in Microsoft Excel, word, and Outlook and experience working with ERP systems (e.g., Sage

·        Experience analyzing financial data to detect issues or inefficiencies;

·        Strong attention to detail with a continuous improvement mindset;

·        Demonstrated ability to work independently, take initiative, and solve problems with minimal supervision and also work effectively in a team;

·        Demonstrated ability to manage multiple priorities and reporting deadlines in a fast-paced environment;

·        Commitment to continuous improvement, internal control integrity, and equity-centered leadership;

·        Must be able to lead and work from a feminist, anti-racist / anti-oppressive perspective for operations and strategic planning;

·        Excellent written and verbal communication skills;

·        Must provide a current Criminal record Judicial Matters or willingness to obtain at own cost;

·        Bilingual English/French or other languages an asset.

As part of YWCA Hamilton’s commitment to Access and Equity, we strive to represent the diverse communities that we serve. Individuals who are women, First Nations, Métis, immigrant, refugee, LGBTQ2S+; individuals with disabilities; and individuals from racialized communities or other marginalized communities are encouraged to apply.

Accommodations are available throughout the recruitment process. Please inform us of any accommodation requests.

Please Note: Personal information collected during the recruitment process will only be used for employment opportunities only in accordance with the Freedom of Information and Privacy Act. Only applications from individuals eligible to work in Canada will be considered.

Thank you for your interest in YWCA Hamilton. Only those selected for further consideration will be contacted.

Please visit our careers page to see more job opportunities.