Senior Accounts Payable Specialist

3 weeks ago

Nanaimo, British Columbia, Canada Vancouver Island University Full time

Job Summary:

Vancouver Island University is seeking a highly skilled and experienced Senior Accounts Payable Specialist to join our team. As a key member of our Accounts Payable department, you will play a critical role in ensuring the accurate and timely processing of large volumes of daily transactional work, meeting weekly payment processing deadlines, and maintaining non-payroll liabilities balances in a responsible and transparent environment.

Key Responsibilities:

  • Coordinate the processing of Accounts Payable liabilities, ensuring that AP payments are processed within strict deadlines on a continuous weekly cycle.
  • Responsible for the generation of payment files and uploading files to the bank, identifying returned and rejected transactions, resolving issues, and communicating with suppliers, students, and agents to resolve anomalies.
  • Review transactions posted to the General Ledger for accuracy, identify anomalies, and work through corrective actions.
  • Provide guidance and solutions for wire payments in foreign currencies, applying institutional banking requirements to transactions related to cross-border activity and sanctioned countries.
  • Post and distribute scholarship and bursary payments, manage returned items, and initiate student communications for corrective actions.
  • Facilitate emergency payments related to time-sensitive requests and confidential payment matters with tact and diplomacy.
  • Interact with suppliers, students, and staff for all aspects of payment and processing issues.
  • Maintain payment documentation and reconciliations to support third-party review.
  • Provide functional supervision and support within the Accounts Payable department.
  • Work closely with the Procurement department to resolve system information issues related to supplier records to ensure timely processing.
  • Oversee the administration of VIU's purchasing card program, including administering new cards, adjusting limits as required in coordination with the AP Manager, and addressing user delinquencies or errors.
  • Coordinate the monthly purchasing card audit review process and posting of data to the General Ledger.
  • Investigate day-to-day operational Accounts Payable issues and propose solutions.
  • Provide guidance and advice regarding treatment of GST, PST, Worksafe BC, and Non-Resident tax.
  • Play a key role in month-end close activities.
  • Support year-end processes for Accounts Payable, including analysis and complex entries such as prepaid expenses and monthly amortization, accruals, employee expense allocations, etc.
  • Review AP transactions for employee taxable benefits, communicate with HR for additional details, track employee taxable benefits required on AP transactions for manual adjustment and capture of tax through Payment Requisition.
  • Provide support in the collection of data, generation, and filing of AP Contractor T4A and T4ANR slips.
  • Provide support with the recruitment of new staff, and provide training, direction, and advice to the Accounts Payable team, staff within the department, and across the institution.
  • Assist with ad-hoc requests for information and the compilation of financial information required to meet statutory reporting requirements.
  • Lead projects aimed at improving processes, systems, and efficiency.
  • Act as Accounts Payable Manager during periods when the Accounts Payable Manager is unavailable or on short-term leave.

Required Qualifications:

Two-year post-secondary education in a business program with a focus on finance or accounting. A minimum of seven years concurrent relevant recent experience in a post-secondary financial services environment. An equivalent combination of education and experience may be considered.

  • Previous experience with payment processing in an electronic environment, document imaging and storage, and liability management.
  • Good working knowledge of CRA regulations, Non-Resident tax, Worksafe BC requirements, PST, and GST tax applications is required.
  • Intermediate level proficiency with MS Excel and Word.
  • Ability to be resilient, work under pressure, and to tight schedules.
  • Strong organizational, interpersonal, and administrative skills.
  • Attention to detail and ability to work long periods of time with concentrated effort.
  • Ability to multi-task and prioritize multiple projects.
  • Must be a team leader with excellent interpersonal and communication skills, and the ability to establish and maintain effective working relationships with a wide variety of personalities while managing confidential issues with tact, diplomacy, and patience.
  • The successful incumbent will be self-motivated and accountable. The ability to negotiate, manage conflict, and resolve challenges with suppliers, business units, and other third parties is essential.

Preferred Qualifications:

  • Knowledge of and experience with an integrated Enterprise Resource Planning (ERP) system.
  • Experience with VIU's systems (FIS, FRS, SLED, etc.).

Vancouver Island University is pleased to offer eligible employees a comprehensive benefit plan, ample paid holiday time, professional development opportunities, and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

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