Accounts Payable Clerk

2 weeks ago

New Westminster, Canada Douglas College Full time

**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**
- Responsible for timely and accurate processing College (internal and external) payments, reimbursements and preparation of reconciliations. Audit compliance of documentation submitted with government and College guidelines and regulations. Produces payments for vendors, employees and students while providing account coding support to all stakeholders. Reconciles prepaid and advance accounts. Provides guidance to College community on appropriate coding of expenses, and provides exceptional client-centered service to all stakeholders, including participating in training of new Accounts Payable positions.**Responsibilities**

**1. Responsible for examining documents submitted for payment to ensure they adhere to established accounting standards and guidelines.**
- a. examines and audits expense claims, honoraria, invoices, contracts, scholarships, petty cash vouchers, etc. for appropriate authorization and compliance with established accounting policies, practices, and collective agreements and follows up with stakeholders as required;
b. ensure proper authorization, adequate audit trail and meet external auditor’s requirements;
c. ensures all Purchase Order payment instructions comply with the Procurement of Goods and Services guidelines;
d. communicates with stakeholders in a timely manner to obtain missing information when documentation is incomplete or does not adhere to established accounting practices;
e. provides guidance to new employees of the College, such as verifying cost centres and suggesting GL accounts, to comply with accounting practices and College procedures;
f. provides guidance to departmental administrators regarding keeping their signing authorities current in order to ensure that payments can be processed;
g. ensures principles of internal controls are adhered to in conducting own work.
- **2. Responsible for accurately processing high volumes of payments on a daily basis.**
- a. accurately enters payment information into Banner to produce College Canadian, US and Douglas College Foundation cheques for payment of invoices, expense claims, honoraria, service agreements, travel advances, scholarships, petty cash and refunds;
b. accurately applies GST and commodity rebates and input tax credits for the College as required and communicates discrepancies with vendors;
c. ensures all Travel and Accommodation (7400’s), Registration and Membership (7500’s) and Professional Development Computer Purchases (7118) transactions are recorded with individuals’ activity codes to improve the accuracy of the annual financial reporting requirements;
d. enters international wire transfers in Banner and sets up payment from the College’s financial institution online and tracks each transaction for completion;
e. accurately applies foreign exchange rates to payments as necessary;
f. communicates with the College’s financial institution to confirm validity of cheques and trace wire transfer issues including, rejections, returns and missing information;
g. mitigates duplicate payments by frequently reviewing vendor history;
h. communicates directly with vendors when payment instructions are not clear or when payment issues arise (i.e., missing payments due to incorrect address);
i. issues tax receipts to vendors, scholarship/bursary recipients in accordance with federal tax regulations.

**3. Provides guidance on coding support to departmental administrators.**
- a. monitors various payables accounts, ensuring that they are reconciled and current, including all corporate credit card holder information;
b. creates journal vouchers as necessary (prepaid invoices, self-assessed provincial sales tax (PST), and account coding corrections);
c. reviews vendor invoices and records for accuracy, and submit change requests as required;
d. monitors, analyzes and reconciles various vendor and general ledger (GL) accounts for accuracy and consistency;
e. responsible for maintaining all accounts payable source documentation and providing accounting information and data as required to stakeholders;
f. prepares working papers for various accounts as directed by the Controller or Director of Finance
g. calculates self-assessed PST to prepare necessary remittances;
h. prepares Declaration of Conditions of Employment (T2200) for employees as needed;
i. fields queries regarding past payments, payment status, cost centre, and past payment descriptions from internal and external stakeholders;
j. prepares and obtains supporting paperwork fo

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