Accounts Payable Supervisor
4 weeks ago
**Job Title**
- Accounts Payable Supervisor**Temporary Full-Time Leave Replacement Position**
**(**
**ASAP**
**to 28 February 2023)**
**8:30am to 4:30pm / Monday to Friday**
**(**
**Telecommuting Options Available**
**)**
**Pay Grade I ($30.52 to $32.67 per hour)**
- Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.- As the Accounts Payable Supervisor, you will supervise, coordinate, and maintain the operations of the Accounts Payable function within the University’s established policies. The Accounts Payable Supervisor monitors daily progress of the area to ensure timely processing of payment and accounting deadlines, ensures completion of all work within a cooperative work environment, supervises Accounts Payable staff, and liaises with internal and external contacts.**Some Typical Duties**:
- Establishes and communicates standard operating procedures for the Accounts Payable area and maintains consistent adherence to University Purchasing and Accounts Payable policies and goals. Researches and recommends enhancements to the Purchasing and Accounts Payable processes. Prepares necessary forms and documentation to assist in communications.
- Prepares and updates Accounts Payable processes to maintain efficiency and uphold University internal controls.
- Responsible for maintaining the integrity and security of Purchasing and Accounts Payable files.
- Participates in hiring, orientation, training, and evaluation of Accounts Payable staff.
- Supervises, assigns, and reviews the day-to-day work of Accounts Payable staff. Provides guidance by establishing priorities and objectives. Recommends to the Manager, Financial Services whether overtime and vacation requests should be approved.
- Responsible for the overall effectiveness of Accounts Payable, ensuring that service level standards are maintained. In conjunction with the Manager, Financial Services, develops, recommends, and implements policy, standards and procedures to improve efficiencies in workflow, while upholding internal controls and optimizing the use of staff resources.
- Supervises and performs Purchasing and Accounts Payable functions:
- Sets up new accounts with vendors.
- Receives purchase requisitions and reviews for proper authorization and accurate extension calculations. Calculates GST and PST as required.
- Produces and sends purchase orders.
- Matches supplier invoices to packing slips and purchase orders. Inputs voucher information. Resolves discrepancies and confirms accuracy of questionable or irregular transactions with originating department and/or supplier.
- Prepares payment vouchers for invoices (or other expenditures) not related to purchase orders as appropriate. Processes and signs off on vouchers, ensuring proper coding, authorization and extensions. Submits completed vouchers for payment.
- Reconciles vendor statements monthly. Identifies outstanding invoices, searches records and contacts vendors to determine reason for discrepancies and initiates payment as appropriate.
- Responds to enquiries from departments, suppliers and employees regarding purchase orders, invoices and expense claims. Assists University employees with Purchasing and Accounts Payable procedures and forms.
- Negotiates contracts with vendors for various University services.
- Supervises review of monthly purchase order report for long-outstanding purchase orders. Closes purchase orders as appropriate.
- Conducts training sessions to assist and advise University personnel in the use of online purchasing in the Colleague Finance module.
- Provides training on goods and services receiving and ensures work is completed as instructed.
- Documents all processes related to Purchasing and Accounts Payable for review by the Manager, Financial Services.
- Supervises and participates in the initiation, implementation and testing of all purchasing and Accounts Payable components of the Colleague system.
- Supervises and performs the preparation of the monthly stale-dated cheque list. Cancels or reissues payments as appropriate.
- Assigns long distance codes as needed. Oversees and prepares the entry of departmental telephone voice/wireless charges in the Colleague system.
- Assists with selected internal and external reports as they relate to Purchasing and Accounts Payable, ensuring accuracy and timeliness
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