Accounts Payable/Accounting Officer

Algoma University is committed to undoing systemic and institutional discrimination and being publicly transparent and accountable. Diversity, equity, and inclusion are fundamental to our Special Mission. In keeping with the Seven Grandfather teachings that are the core values that inform our decisions as an institution, we are committed to creating a welcoming, inclusive, respectful, and safe environment where everyone belongs. We live these values through the strength and richness that diversity brings to our workforce and welcome contributors from equity-deserving groups including: Indigenous Peoples, Black and racialized persons, women, Persons with Disabilities, 2 Spirit, Lesbian, Gay, Bisexual, Transgender, and Queer persons.

Job Title: Accounts Payable/Accounting Officer

Staff Bargaining Unit

Position Status: 1 Year Temporary, Full-Time (35 hrs/week)

OSSTF

Department: Financial Services

Supervision Received: Controller

Location: Sault Ste. Marie, ON or Brampton, ON

Number Of Positions: 1

Salary Scale: $58,996 to $73,745 annually

PRIMARY FUNCTIONS:

A. Accounts Payable 60%

B. Payroll Assistance 20%

C. Fund Accounting (Foundation) 10%

D. Other Duties 10%

TOTAL 100%

RESPONSIBILITIES:

A. Accounts Payable (60%)

• Deliver all Accounts Payable services for the University and all related departments.
• Review and verify invoices, and their accompanying payment requests, to ensure compliance with Algoma University’s policies and procedures for such elements as proper authorization, applicable matching purchase orders or contracts, accuracy of the charge code, and the presence of accurate banking information where wire payments are involved.
• Prepare invoice batches and input into the financial information system on a daily basis to ensure payments are processed in a timely manner to meet weekly and monthly deadlines.
• Provide advice to employees regarding procedures relating to accounts payable, wire payments, and reimbursement claims.
• Respond to inquiries from vendors and employees regarding payment status.
• Create and maintain vendor records in the financial information system.
• Process USD invoices, determine USD exchange rate, and calculate deemed GST/HST payable.
• Issue EFT/payment cheques for all payments owing.
• Prepare journal entries to record cost allocation or adjustments in the financial information system.
• Issue purchase order numbers and maintain the purchase order filing system.
• In the absence of the Manager, Procurement, approve and review purchase order requests to ensure compliance with internal policies.
• Responsible for year-end Capital Equipment Report, year-end Accounts Payable Report, and various financial year-end reports as necessary for audits.
• Liaise with auditors on Accounts Payable issues, as required.
• Provide in-house expertise on GST/HST, and stay up-to-date on GST/HST Act updates, policies, and procedures.
• Educate staff on GST/HST issues and procedures to ensure compliance.
• Responsible for calculating GST/HST payable and receivable and ensuring compliance with the GST/HST Act.
• Prepare and file GST/HST Rebate Applications for Algoma University.
• Prepare journal entries to balance GST/HST expense accounts accordingly for each claim period.
• Determine eligible GST/HST Pension Entity rebates.
• Prepare GST/HST Rebate Applications for the Algoma University Pension Plan.
• Liaise with the Canada Revenue Agency regarding GST/HST issues as required.
• Responsible for coordination of AU’s VISA and AMEX cards.
• Distribute monthly statements, and collect and verify receipts.
• Enter VISA entries monthly..
• Oversee the PayPal account for Algoma University.
• Responsible for invoicing for lease agreements for the University.

B. Payroll Assistance (20%)

• Cross-train in all aspects of Payroll in order to act as a backup to the Payroll Officer.
• Assist with bi-monthly payroll by verifying data.
• Reconcile ADP Change Report.
• Responsible for conducting bi-monthly payroll audits.

• Fund Accounting (Foundation) (10%)

• Responsible for tracking revenue, donations received, scholarships issued, and expenses incurred by the funds, and miscellaneous income.
• Responsible for preparing Fund Analysis Reports for the endowment and non-endowment funds of the Foundation.
• Calculate and allocate investment income, capital gains/losses, interest accruals, and expenses for each of the Foundation Funds.
• Calculate amounts owing to the University for Scholarships issued by the university and any expenses paid by the University on behalf of the Foundation.
• Evaluate each fund balance to determine sustainability.
• Determine fund availability of each award and develop the annual student awards budget.
• Work closely with the Advancement department to ensure proper donation allocation and set up of new funds.
• Liaise with auditors regarding Algoma University Foundation funds as required.

C. Other Duties (10%)

• Cross-train on:
• Reconciling and preparing travel claims for payment processing.
• Data entry of journal entries, cash sheets, bank reconciliation and pay reconciliations.
• Other related duties may be assigned, as required

WORKING CONDITIONS:

Physical Effort Minimal

Administrative office setting during regular office hours

Physical Environment Minimal

Minimal exposure to unpleasant/disagreeable conditions

Sensory Attention Moderate

Multiple deadlines, balancing competing priorities, and requirement for a high degree of accuracy and prioritization; frequent interruptions from staff and faculty, while maintaining an open-door policy; exercise judgment to solve problems with minimal supervision

Mental Stress Moderate

Schedule, organize, and carry out multiple work assignments according to established work plans and respond to changing, and sometimes conflicting, employee needs and priorities

MINIMUM QUALIFICATIONS

• Undergraduate degree in Business Administration, Accounting, or other relevant business field, and a minimum of two (2) years of work experience in a related field, is required.
• Experience working in a post-secondary education environment is considered an asset.
• Computer proficiency in accounting-related applications such as Sage, Beanworks, Google Sheets and Student Record Management Systems.
• Strong organizational and communication skills, both verbal and written.
• Ability to effectively communicate financial, accounting, and related information to university departments, management, government, and external clients/vendors.
• Ability to work both independently and in a team environment.
• Understanding of, and ability to uphold, confidentiality.
• Excellent administrative and organizational skills with the demonstrated ability to take initiative and prioritize work in a high-volume office.
• Ability to balance competing priorities and work under pressure in a dynamic environment.
• Ability to work effectively with people of diverse backgrounds, styles, and abilities.
• Innovative problem-solver.
• Excellent use of technology for collaboration.

Please submit a resume and cover letter (combined PDF) to talent.acquisition@algomau.ca no later than 4:00 p.m. on June 19, 2024.

Algoma University is strongly committed to fostering diversity and inclusivity within our community and is an equal-opportunity employer. The university invites and encourages applications from all qualified individuals who would contribute to the further diversification of our Institution, including equity-deserving groups that are traditionally underrepresented in employment (Indigenous peoples, racialized persons, women, persons with disabilities, and 2SLGBTQQIPA+ persons).

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Algoma University throughout the recruitment, selection, and/or assessment process to applicants with disabilities.