Accounts Payable Supervisor
2 weeks ago
**Work Arrangements**What Douglas Offers**
DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.
**The Role**
- The Accounts Payable Supervisor plans, coordinates and supervises the operational and daily activities of the staff in the Accounts Payable (AP) unit within the Finance Department. They ensure that all payables are documented, recorded, and monitored within established accounting policies, procedures, and guidelines within the college. They ensure the confidentiality and integrity of all AP accounting documentation and processes. They provide supervisory and administrative support to AP and the Finance Administrators. They provide exceptional client-centred service on a consistent basis to all stakeholder groups.**Responsibilities**
**1. Supervision of the AP Unit**:
- a. supervises staff, approves vacation and other absences, authorizes time sheets, work schedules and overtime, completes performance evaluations, recommends discipline, assists with the development of job descriptions and participates in the posting and selection process;
b. allocates duties and reviews the work of AP staff using appropriate auditing techniques;
c. ensures that accounting policies, procedures, guidelines are followed by the AP staff;
d. establishes work priorities and resolves issues within the unit;
e. provides overall leadership to ensure the effective operation of the AP Unit;
f. provides orientation, training and professional development;
g. maintains, reviews, and updates AP training manuals;
h. directs and assists staff with accounting processes specific to AP;
i. applies the BCGEU Collective Agreement to daily decision making within established standards.
- **2. Coordinates and maintains the AP process**:
- b. maintains ongoing communication with external vendors and students regarding payment requests;
c. develops, reviews, monitors and makes recommendations for revisions to policies, procedures and guidelines;
d. establishes procedures to prevent and detect instances of fraud;
e. works closely with vendors, employees, procurement services, supply chain, banks, etc. to resolves outstanding AP issues;
f. coordinates the weekly and monthly cheque, EFT, and wire transfer payments processing to ensure payments are made within prescribed timelines;
g. maintains and monitors the computerized accounts payable function including weekly posting of batches and integrations into Banner-Finance. Recommends changes and enhancements to systems to Senior Manager, Financial Reporting and Operations, as necessary;
h. acts as coordinator for the College’s corporate card program;
i. maintains a system of internal controls and recommends improvements of internal controls to management;
j. stays current with accounting standards and applicable commodity tax regulations;
k. is accountable for the closing of purchase orders in the Purchasing system. Works closing with Procurement Services and Supply Chain staff and follows up with them on any outstanding purchase commitments;
l. ensures vendor accounts are current, accurate, and reconciled to the subledger;
m. monitors, reviews, and approves AP staff and GL report reconciliations;
n. reviews AP journal entries and backup prior to submission to management for approval;
o. provides accounting and ad hoc reports to a variety of internal and external users.
- **3. Performs other related duties.**
- a. participates in the development, implementation and monitoring of long
- and short-term goals for the AP Unit;
b. provides general accounting support and feedback to the finance administrators;
c. coordinates with CEIT regarding hardware, software, troubleshooting and other related needs;
d. participates in quarterly/annual Banner and FAST upgrade testing and validation process;
e. collaborates with other college departments to resolve problems in order to provide better customer service;
f. provides direct backup for other AP positions including data entry during peak periods and vacation coverage;
g. prepares monthly and year-end audit reports and provides direction with the year-end review and the creation of staff audit working papers;
h. participates and contributes to AP unit annual budget planning.
i. other duties as assigned.**To Be Successful in this Role You Will Need**
- Completion of a two-year accounting program at a recognized institution with a minimum of five (5) years related work experience or equivalent combination of education and experience.
- Demonstrated working knowledge of Public Sector Accounting Standards (PSAS) / GAAP (Generally Accepted Accounting Principles) and accounts pay
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