Accounts Payable Associate

Reports to: Director of Finance

Duration: Indeterminate

Location: Hybrid in Ottawa (3 days a week from Kanata Office)

Salary: Ranges from $46,360 - $57,950

Who We Are

The Canadian Wildlife Federation (CWF) is a national not-for-profit charitable organization dedicated to ensuring an appreciation of our natural world and a lasting legacy of healthy wildlife and habitat. By spreading knowledge of human impacts on the environment, developing and delivering educational programs, conducting research, promoting the sustainable use of natural resources, and advocating for effective wildlife policy and regulation, CWF strives for a future in which Canada’s wildlife is conserved for generations to come.

Diversity is a fundamental part of our core values; we create every opportunity to become more inclusive. We encourage applications from qualified candidates from all diverse communities, including but not limited to, Indigenous persons, racially visible persons, people with disabilities, 2SLGBTQ+, and women in non-traditional roles.

Position Overview

The Accounts Payable (AP) Associate is responsible for maintaining the Accounts Payable function, ensuring accuracy and completeness. The incumbent handles all payments for the Canadian Wildlife Federation (CWF) through various methods including Cheque, Electronic Funds Transfer (EFT), and Foreign Wire payments. Additionally, they handle payments for the Canadian Wildlife Foundation, exclusively through Cheque.

Working closely with internal staff, vendors, financial institutions, and the Finance team, the Accounts Payable Associate supports the integrity of financial operations by maintaining accurate records, processing payments, ensuring appropriate approvals and coding, and contributing to audit and year-end activities. The AP Associate plays a key role in fostering positive vendor relationships while ensuring the organization’s financial obligations are met efficiently and accurately.

Duties and Responsibilities

Accounts Payable Administration:

• Obtains authorization for received invoices and expense claims, matches them to purchase orders and/or back up documents, ensuring accurate account codes and tax coding, and processes them.
• Creates posting batches and enters vendor and Electronic Funds Transfer (EFT) information into the system for new vendors.

• Prepares and executives payment runs, ensuring adherence to payment schedules and terms.

Payment Administration:

• Initiates and processes wire transfers, EFT’s, online payments, and sends electronic notifications.

• Creates and maintains electronic weekly payment files for each vendor/staff.

Financial Records Management:

• Maintains an accurate and complete trail of supporting documentation for all financial and bookkeeping activities.

• Organizes and updates records of financial transactions, invoices, and payments, including implementing a systematic filing system for all financial records.

Audit, Year-End and Regulatory Reporting Support:

• Maintains year-end working papers and spreadsheets and assists in audit preparations with support from the Director.
• Gathers documentation required to prepare T4As, reviews and balances documents, prepares T4A on government website.
• Reviews the general ledger and accumulates all travel expenses, calculates travel amounts by account code, balances to the general ledger, and then provides data for T3010 government filing.

Education, Experience, and Abilities

• Diploma or equivalent experience in accounting.
• A minimum of 1 year of related accounts payable or accounting experience, including processing invoices and payments.
• Experience working with vendor accounts, invoice coding, payment processing, and financial record keeping.
• Experience with EFTs, wire transfers, or other electronic payment methods is an asset.
• Experience using accounting or financial management software is required; experience with Sage is an asset.
• Experience supporting year-end, audit, or financial reporting activities is an asset.

Work Conditions

• Full-time indeterminate position
• Typically working Monday through Friday for 37.5 hours per week.
• Location: Ottawa (Hybrid in Kanata Office 3 days a week)
• Employee may be exposed to mental stress due to interruptions or last-minute requests.
• Skill, coordination, and/or speed are required for use of a computer and typing (frequent)

Why Work With Us?

• Join a team of passionate individuals dedicated to wildlife and habitat conservation.
• Friendly and casual work environment.
• Expand your professional network within science, education, and fundraising sectors.
• We are committed to building a diverse workforce.
• We offer a competitive benefits plan at no cost to employees which include health, dental, vision, and LTD. Enrollment to Employee Assistance Program.
• We offer Group RSP enrollment with up to 5% matching.
• 13 paid stat holidays per year.
• Generous time-off policies include paid vacation days, sick days, float days, and appointment time.
• Complimentary subscription to Canadian Wildlife magazine.

Application Deadline: November 12, 2026

Anticipated Start Date: ASAP

How to Apply: We welcome applications from all interested candidates. Please submit a cover letter and resume online. While we appreciate every application, only candidates selected for an interview will be contacted. Thank you for your interest in the Canadian Wildlife Federation!

AODA Statement: CWF is an equal opportunity employer and is committed to an inclusive, accessible hiring process. Please notify the HR Department if you require any accommodations throughout the recruitment process.

AI Statement: CWF does not use artificial intelligence (AI) tools to screen, assess, or select applicants. All applications are reviewed and evaluated by human members of our hiring team.