Accounting Supervisor

Job Summary

The Accounting Supervisor oversees the daily financial activities for the UBC Bookstore and Campus Mail (both Accounts Payable and Accounts Receivable functions). This role supervises three financial processing staff, ensures the integrity of Accounts Payable and Receivable, and performs complex reconciliations between the Bookstore’s retail system and Workday. The Supervisor ensures compliance with PSAS, CRA regulations, and UBC policies in a fast-paced, deadline-driven environment.

Organizational Status
The Accounting Supervisor reports to the Director, Finance and supervises three financial processing staff. The incumbent in this position works in close consultation with managers and operational staff in the bookstore on both campuses and campus mail and interacts with many other units at UBC including Financial Services, Treasury, UBC Faculties and with external vendors.

Work Performed
Supervises Accounts Payable and Accounts Receivable functions including but not limited to the following job duties:

Team Supervision

• Assists the Director, Finance with the administration and operation of the Accounting Department (both Accounts Payable and Accounts Receivable) and supervision of all staff.
• Supervises, trains, and evaluates the work of three financial processing staff members.
• Sets daily priorities and schedules to ensure all deadlines are met.
• Participates in recruitment, onboarding and provides ongoing performance feedback.
• Supports training of Bookstore staff in the operation of cash registers, sales and refund procedures.
• Ensures team compliance to standards based on established policies and procedures by monitoring and evaluating the quality of service provided, identifying areas for improvement, following up and coaching staff.

Financial Operations and Systems Integration

• Responsible for overseeing the accounting activities of the Bookstore – (Vancouver and Okanagan.)
  • Reviews daily cash receipts reconciliation and verifies accuracy and completeness of supporting documentation from four locations as prepared by financial processing staff. Prepares files for daily integration to workday.
  • Audits daily entries into Bookstore financial management for payment to vendors, ensuring three-way match for PO/receiving document/invoice, taxes are properly recognized and categorized maximizing GST rebate, and appropriate worktags are used for expense and cost centre.
• Reviews and uploads payment file to workday on a weekly basis and ensures that appropriate credit vendor balances are utilized.
• Regularly reviews and implements accounting systems and processes to ensure all transactions are processed efficiently and effectively. Recommends changes to improve existing financial systems.
• Oversees month end cut off procedure.

Financial Systems, Controls and Reporting

• Oversees the accuracy and alignment of financial information across the Bookstore financial management system, Workday, and banking platforms.
• Provides oversight for accounts receivable, accounts payable, clearing accounts, customer deposits, and vendor account activities, establishing priorities and directing resolution of complex discrepancies and outstanding issues.
• Analyzes financial transactions, account discrepancies, and reconciliation results across multiple payment platforms and financial systems, identifying issues, recommending remedial action in consultation with the Finance Director.
• Supervises month-end financial close activities, reviewing and authorizing adjusting entries, account reconciliations, and interdepartmental allocations to ensure compliance with accounting standards, internal controls, and University policies.
• Collaborates with Procurement, vendors, Financial Operations, and other stakeholders to resolve complex financial issues, and maintain the accuracy and integrity of financial records.
• Produces and analyzes financial and operational reports, including accounts receivable and payable aging, inventory valuation, accrued liabilities, and other key performance indicators, providing inputs and recommendations to support decision-making.
• Supports the investigation, analysis, and reporting of inventory and financial variances, identifying control issues, process improvements, and opportunities to enhance operational effectiveness.

Internal Control

• Reviews and implements procedures to ensure that internal accounting controls are met according to standards. Recommends improvements to the Director, Finance and implements changes in policies, procedures and regulations as necessary.
• Handles diverse and complex financial inquiries requiring knowledge of operations, Canadian Public Sector Accounting Standards (CPSAS), University policies & procedures and CRA regulations in order to make recommendations and audit financial documentation.
• Carries out any other related duties as required in keeping with the qualifications and requirements of positions in this classification.

Consequence of Error/Judgement
This position is responsible for ensuring all financial information entered into the Bookstore Financial Management system and workday is accurate, appropriate and substantiated by back-up. Information and recommendations must be accurate and provided in a respectful, timely, clear and supportive way. Errors could result in inaccurate financial results, over/under expenditures, revenue not being recognized accurately and overpayment or non-payment of invoices, such errors could adversely impact the reputation of the units and the University.

Supervision Received
Works independently with supervision under the general administrative direction of the Finance Director.

Supervision Given
Supervises work of three financial processing staff in accordance with the Cupe 116 collective agreement and university policies.

Minimum Qualifications
High school graduation and completion of 4th year CGA or RIA program and a minimum 3 years of related experience or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Completion of two-year Diploma in Accounting plus 5 years related experience an asset. Requires high levels of concentration and the ability to meet strict month-end deadlines. Technical Skills: Advanced proficiency in ERP systems (specifically Workday) and Excel (Pivot Tables, VLOOKUPs). Experience with retail-specific financial systems and Shopify integration is a plus. Abilities: Ability to handle diverse, complex queries; strong analytical problem-solving skills; and the ability to maintain accuracy under pressure; effective communication skills.