Accounts Payable Administrator

The Opportunity

The Accounts Payable Administrator (APA) is responsible for the accurate and timely processing of all invoices, payment requests, and travel / expense claims.

This includes the accurate input, coding, approval, verification, and final payment of all Accounts Payable documents.

The APA is constantly in contact with both internal and external customers of Banff Centre. There must be effective communication established between the APA and the other areas of Banff Centre.

Roles and Responsibilities

Reporting to Manager, Accounting and Financial Reporting, below are some key accountabilities :

• Process payment requisitions ensuring proper approvals have been received, relevant supporting documentation is attached, the vendor or employee number is valid, and the address is correct.
• Review the contents of invoices, match to the correct purchase orders, and liaise with the requester, buyer, and / or Procurement personnel regarding changes to be made to purchase orders or credit notes to be requested from vendors.
• Process all internal travel / expense claims accurately and on a timely basis.
• Process review statements from vendors and compare them with entries on the database system. Request copies of any missing invoices or credit notes.
• Ensure the receiving status of purchase orders is complete prior to payment.
• Liaise with department personnel regarding outstanding and overspent purchase orders and investigate overspends as required.
• Match all shipping documents to freight invoices, review charges, research and contact departments regarding un-coded invoices.
• Prepare and complete the weekly Accounts Payable cheque run. Compare and attach the cheque copy to the supporting documentation, verifying that all invoices and payment requests have been input correctly.

Ensure that the proper procedures for signing cheques are followed as per the policies and procedures manual.

• Verify the clearance or non-clearance of cheques, request stop payments, request cancellation of lost cheques and reissue cheques as required.
• Maintain the Accounts Payable filing system and ensure that all documentation is correctly filed in a timely manner.
• Reconcile statements and ensure invoices are requested if a statement shows amounts outstanding.
• Reconcile the accounts payable vendor balance confirmations.
• Additional associated duties as assigned.

Qualifications and Educational Requirements

• Completion of a college certificate in accounting
• Minimum 3 to 4 years' accounts payable experience gained while working in a professional office environment
• Trustworthy person who displays good judgment
• Able to prioritize many assignments and duties
• Able to work with minimal supervision
• Confident dealing with all internal and external customers of Banff Centre
• Capable of working in a team environment.
• Comfortable with, and have a good working knowledge of computers, especially Microsoft Office applications.

Employment Terms and Benefits

• In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500 hour probationary period.
• This position pays $20.40 to $21.42 per hour working up to 35 hours per week on a regular schedule.
• Benefits of working at Banff Centre are : Transitional Staff housing options (based on availability)Employee Assistance Program Professional DevelopmentStaff cafeteria and restaurant discounts Onsite fitness facility at a discounted rate first month free for new staff!
17 days ago