Accounts Payable Processor

7 days ago

Vancouver, British Columbia, Canada University of British Columbia Full time
Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Financial Proc. Spec 4 (Gr5)

Job Title

Accounts Payable Processor

Department

Accounts Payable | Supply Management | Financial Operations | VP Finance and Operations

Compensation Range

$4, $4,400.00 CAD Monthly

Posting End Date

June 22, 2023

Note:
Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Description Summary


The Accounts Payable Processor provides complex services and advice to the broad campus community including faculties, departments and administrative units.

The successful incumbent will provide financial support and services to approximately 15,000 faculty and staff for UBC.

This position is responsible for ensuring that goods and services contracted and paid by the University 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


Reporting to the Accounts Payable Services Lead, the Accounts Payable Processor works closely with all levels of faculty and administrative units across the University, as well as other members within the Financial Operations department.

Work Performed

  • Accurately and effectively processes AP transactions (supplier, employee, and other)
  • Accurately and effectively process add or change requests relating to vendors
  • Supports SLAs/ KPIs related to Procurement Services
  • Acts as the primary point of escalation for AP and vendor data issues for the Faculty/Admin Unit
  • Supports the achievement of SLAs/ KPIs related to Procurement Services
  • 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 selfassessment guidelines. Resolves ambiguities in contract terms related to invoicing
  • Accurately performs the following AP activities:
  • Enter and process the PO, non-PO invoices, T&E reimbursements
  • Prepare invoice for archiving
  • Prepares and data enters requisitions and journal vouchers,
  • Verifies accuracy of information including account coding, reviews backup documentation, ensures signatures 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 selfassesses such taxes where necessary
  • Maintain employee vendor (Non-PO; petty cash, expense claims)
  • Receive and scan approved expense claims and receipts against expense claims
  • Scans requisitions and associated invoice documentation and keys in appropriate data fields
  • Approve reimbursements and advances; Review authority limit and signature
  • Perform duties related to webbased finance forms, such as tracking transactions
  • Ensure master data integrity and quality of vendors used in processing transactions. May act as a back up to accurately and effectively process add or change requests relating to vendors of a high dollar value and/or more complex transactions
  • Responds to queries and provides support to faculty/admin units in the preparation of reimbursements and payments, interpreting financial policies and procedures as relevant
  • Conducts data cleaning to rid the system of old, unused data, or duplicate data and may liaise with suppliers, faculty and admin units.
  • Assists in gathering information for KPI and dashboard reporting
  • Resolves issues assigned to him/her within the agreed upon time limit
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 campus at large.

Failure to uphold the University s Mission Statement and ethical principles could result in a loss of confidence in the Account Payable function within the UBC community.


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 University, penalty fines and interest charges applied to the University, 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 enquiries in a timely fashion, as well as to support in the planning and organization of diverse activitie

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