Accounting & Finance | Financial Accounting Payables Officer - FT

GENERAL STATEMENT
Without direct supervision, but in consultation with supervisor, is responsible for maintaining the Accounts Payable System for Camosun College. This includes verification of approval levels and compliance with College procedure and policy, as well as monitoring vendor payment files for accuracy and ensuring timely and accurate payment to vendors, suppliers and taxation authorities. The College’s Accounts Payable System is part of an integrated Colleague financial system that comprises several different modules including (but not limited to) Colleague Finance and Purchasing.

TYPICAL DUTIES
• Acts in a highly developed service oriented, friendly and professional manner in frequent interactions with staff, faculty and the general public;
• Reviews and matches purchase orders, invoices and supplier statements for accuracy and compliance with College procedures, policies and contracts. Identifies and refers significant questions to other appropriate College personnel;
• Monitors regular and standing purchase orders and payment deadlines to ensure the highest level of customer service and to maximize prompt payment discounts and avoid late payment charges;
• Processes Petty Cash Fund reimbursements, travel claims, professional development and expense reimbursements quickly and accurately;
• Processes staff advances ensuring they are properly paid out and subsequently accounted for and reconciled on a timely basis;
• Develops and maintains knowledge of Finance software (Colleague) that supports the Accounts Payable process;
• Monitors and reconciles the subsidiary accounts payable ledgers to the control accounts on a regular basis;
• Analyzes, requests reimbursement for, and reports on the recoverability of outstanding credit accounts. Provides information to support the write-off at year-end of any uncollectible balances;
• Works with both Receiving and Purchasing Departments in matching College procurements with invoices, and communicate effectively when problems or inconsistencies arise related to such transactions;
• Acts as contact person for College suppliers including responding to supplier queries and investigating and resolving discrepancies between documents;
• Monitors self-assessment requirements, remittance requirements, and payment of Social Services tax and Goods and Services tax in compliance with regulations;
• Provides information and interpretation of applicable College policies and procedures for faculty and staff and suppliers. This includes resolving discrepancies or issues to ensure compliance with policy;
• Works as required with Systems Support Officer or others to test payables transactions before related patches and new releases of Colleague software are placed in production;
• Develops and/or delivers specific training to campus users of the payables software and processes;
• Acts as a member of a project or implementation team when substantive changes are made to the payables software or new modules are introduced;
• Compiles and provides information to Budget Officers as requested;
• Communicates System problems to Systems Support Officer and work with Purchasing or others to accommodate System deficiencies;
• Prepares year-end Accounts Payable accruals by researching outstanding purchase orders;
• Promotes the prestige, positive image, purpose and professionalism of the College when dealing with sensitive situations with suppliers and employees;
• Assists in the preparation of an office calendar detailing office activities and timelines for completion;
• Prepares statistical reports relating to Accounts Payable function;
• Performs word processing and filing duties as required;
• Performs other related duties similar in scope and complexity.

QUALIFICATIONS

Successful completion of a police information check is required.

Grade 12 plus a two-year accounting certificate, and three years experience in a computerized accounting environment, one of which is directly related to Accounts Payables, or an equivalent combination of education and experience. Good understanding of provincial and goods and services tax requirements.

• Must be able to work with detailed accuracy for extended periods of time.
• Must be able to process high volumes of transactions and meet regular deadlines.
• Ability to analyze and solve problems.
• Ability to relate well and work effectively with vendors or College staff in a tactful, courteous, and diplomatic manner.
• Working knowledge of control accounts and subsidiary ledger relationships.
• Proven ability to work independently, and assume responsibility and accountability to complete assignments and tasks.
• Experience and accuracy with Windows, Excel, Word, and e-mail software.