Accounts Payable Processor

Job Summary

The Accounts Payable Processor provides accounts payable support for multiple cost centers for Food Services for Vancouver and the Okanagan campuses within Student Housing & Community Services (SHCS).

This position is responsible for ensuring that goods and services contracted and paid by the Food Services are recorded, reliable and processed in an accurate, timely and auditable manner.

Duties include a proactive and customer service focused approach to AP processing, preparing ad hoc reports, and resolving data integrity issues.

Organizational Status

Reports directly to the Associate Director Finance . Works closely with other departmental managers and supervisors on purchasing, expensing, policy, tax matters.

Works as a member of the SHCS Finance and Purchasing team. Interacts regularly with SHCS staff, administrative staff in other departments, suppliers and clients.

Work Performed

• Accurately and effectively processes AP transactions (supplier, employee, and other)
• Accurately and effectively submit add or change requests relating to vendors
• Works closely with the SHCS Purchasing team to ensure proper purchasing procedures are followed per PO policy
• Supports goals of the SHCS Purchasing team
• Acts as the primary point of escalation for AP and vendor data issues for the department
• Interprets contract terms, University policies, procedures, guidelines & Governmental regulations as they relate to PO payments.

Examples include service contracts, equipment manufacturing agreements and GST / HST and / or PST self-assessment guidelines.

Resolves ambiguities in contract terms related to invoicing

Accurately performs the following AP activities :

• Enter and process the PO, non-PO invoices, student refunds
• Prepare invoice for archiving
• Prepares and data enters requisitions
• Verifies accuracy of information including account coding, reviews backup documentation, ensures signatures / approvals are valid
• Ensure authorization and backup documentation is obtained prior to processing in the system
• Assess the accuracy of GST, PST and / or HST on invoices and self-assesses such taxes where necessary
• Responds to queries and provides support to faculty / admin units in the preparation of reimbursements and payments, interpreting financial policies and procedures as relevant
• Reconciles invoices paid to vendor statements and works with suppliers and management to ensure timely payment of outstanding invoices and credits
• Assists in gathering information for month-end reporting
• Resolves issues assigned to him / her within the agreed upon time limit
• Prepares adjusting entries for any posting corrections, if necessary

Consequence of Error / Judgement

The AP Processor plays an important role in the successful delivery of optimum payment tools for the University. Actions taken or ignored by the AP Processor has a direct impact on how efficiently and effectively systems and processes will perform and function.

Errors in execution, judgment, poor analysis, conveyance of misinformation, incomplete information to customers, or failure to act decisively could have a detrimental effect within the procurement and payment areas, and on the department at large.

Failure to provide accurate and proper guidance of financial policies and procedures to customers and to action payment requests in a timely manner could result in goods and services being withheld from the department, penalty fines and interest charges applied to the department, a damaged reputation for the department and the University losing funding from a variety of sources.

The incumbent must be able to effectively respond in a professional manner to multiple and not always clear customer inquiries in a timely fashion, as well as to support in the planning and organization of diverse activities to ensure that the department s needs are satisfied and risks are mitigated.

Quick but logical thinking must be exemplified.

Supervision Received

Works under the direction of the Associate Director Finance . Guidance may be provided by the Financial Manager.

Supervision Given

The AP Processor works independently. May distribute work assignments and provide supervision to temporary clerical support staff.

Minimum Qualifications

High school graduation, plus two-year post-secondary diploma in accounting, plus three years of relevant accounting experience, or an equivalent combination of education and related 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

Experience with the emphasis on customer service, accounting and procurement.

Experience with Workday and Optimum Control is preferred

Working knowledge of Microsoft Office applications, familiarity with a computerized accounting and / or procurement systems preferred and general accounting and / or procurement practices.

Knowledge of Canadian tax laws is useful.

Ability to provide professional quality service to customers in a courteous, patient manner

Ability to maintain accuracy and timeliness in performance of duties and ability to work in a team environment is also vital.

Ability to work proactively, independently, and can effectively prioritize, multi-task and manage workflow while working under pressure to meet deadlines.

Accuracy and attention to detail is essential. Must possess the ability to exercise tact and discretion.

Effective oral and written communication skills are critical

Demonstrated interpersonal, communication and organization skills are necessary to foster and maintain effective working relationships both internally and externally.

Emphasis on customer service experience and pursuit of customer service excellence is essential.

Proficient in data entry and can manage a high volume of work.