Senior Accounts Payable Specialist (Extended & Updated)

Employment Group

CUPE

Position Number

00856

Division

VP Administration and Finance

Department

Financial Services

Campus

Nanaimo campus

Location

Nanaimo, British Columbia

Country

Canada

Appointment Type

regular full-time

FTE

Workload

35 hours per week

Pay Level

CUPE 10: $34.23 per hour

Start:

As soon as possible

Posting Restrictions

Subject to CUPE JJE. Pay level may increase

Applicant Documents

CV/Resume, Cover Letter, Referees/References

Posted Date

29-Aug-2024

Closing Date

18-Sep-2024

Job Reference

2522

Duties:

Reporting to the Manager, Accounts Payable, the Senior Accounts Payable Specialist plays a key role within the Accounts Payable department supporting accurate and timely processing of large volumes of daily transactional work, meeting weekly payment processing deadlines and maintaining non-payroll liabilities balances in a responsible and transparent environment. This position will work at our Nanaimo campus.

Key responsibilities:

Coordinates the processing of Accounts Payable liabilities. The AP payments are processed within strict deadlines on a continuous weekly cycle. Payments are due to suppliers, students and staff based on strict timelines indicated by PO terms and conditions or pre-negotiated procedures.
Responsible for the generation of payment files and uploads files to bank. Identifies returned and rejected transactions, resolves issues and communicates with suppliers, students and agents to solution anomalies. Updates system as required for successful completion of payment. Confirms bank file is balanced and reconciled to supplier records.
Reviews transactions posted to the GL for accuracy, identifies anomalies and works through corrective actions.
Provides guidance and solutions for wire payments in foreign currencies. Applies institutional banking requirements to transactions related to cross border activity and sanctioned countries. Initiates wire payments in all currencies, records transactions, and FX exchange. Investigates returned items and fees withheld and resolves anomalies.
Posts and distributes scholarship and bursary payments. Manages returned items and initiates student communications for corrective actions. Issues replacement items.
Facilitates emergency payments related to time sensitive requests and confidential payment matters with tact and diplomacy.
Interacts with suppliers, students and staff for all aspects of payment and processing issues.
Maintains payment documentation and reconciliations to support third party review.
Provides functional supervision and support within the Accounts Payable department.
Works closely with the Procurement department to resolve system information issues related to supplier records to ensure timely processing.
Oversees the administration of VIU's purchasing card program, including administering new cards, adjusting limits as required in co-ordination with the AP Manager, and addressing user delinquencies or errors.
Coordinates the monthly purchasing card audit review process and posting of data to the General Ledger.
Investigates day to day operational Accounts Payable issues and proposes solutions.
Provides guidance and advice regarding treatment of GST, PST, Worksafe BC and Non-Resident tax.
Plays a key role in month end close activities.
Supports year-end processes for Accounts Payable including analysis and complex entries such as prepaid expenses and monthly amortization, accruals, employee expense allocations, etc.
Reviews AP transactions for employee taxable benefits. Communicates with HR for additional details. Tracks employee taxable benefits required on AP transactions for manual adjustment and capture of tax through Payment Requisition.
Provides support in the collection of data, generation and filing of AP Contractor T4A and T4ANR slips.
Provides support with the recruitment of new staff, and provides training, direction and advice to the Accounts Payable team, staff within the department and across the institution.
Assists with ad hoc requests for information and the compilation of financial information required to meet statutory reporting requirements.
Lead projects aimed at improving processes, systems, and efficiency.
Acts as Accounts Payable Manager during periods when the Accounts Payable Manager is unavailable or on short term leave.

Required Qualifications:

Two-year post-secondary education in a business program with a focus on finance or accounting. A minimum of seven years concurrent relevant recent experience in a post-secondary financial services environment. An equivalent combination of education and experience may be considered.

Previous experience with payment processing in an electronic environment, document imaging and storage and liability management.
Good working knowledge of CRA regulations, Non-Resident tax, Worksafe BC requirements, PST and GST tax applications is required.
Intermediate level proficiency with MS Excel and Word.
Ability to be resilient, work under pressure and to tight schedules.
Strong organizational, interpersonal and administrative skills
attention to detail and ability to work long periods of time with concentrated effort.
Ability to multi-task and prioritize multiple projects.
Must be a team leader with excellent interpersonal and communication skills, and the ability to establish and maintain effective working relationships with a wide variety of personalities while managing confidential issues with tact, diplomacy and patience.
The successful incumbent will be self-motivated and accountable. The ability to negotiate, manage conflict, and resolve challenges with suppliers, business units and other third parties is essential.

Preferred Qualifications:

Knowledge of and experience with an integrated Enterprise Resource Planning (ERP) system.
Experience with VIU's systems (FIS, FRS, SLED etc.).

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note:

Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.

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Senior Accounts Payable Specialist (Extended & Updated)