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Accounts Payable Specialist

2 months ago

Vancouver, British Columbia, Canada The University of British Columbia Full time
Job Summary

The Accounts Payable Specialist provides financial transaction support for multiple cost centers within The University of British Columbia's Student Housing & Community Services department. This role is responsible for ensuring that goods and services contracted and paid by the department are recorded, reliable, and processed in an accurate, timely, and auditable manner.

Key Responsibilities
  • Process accounts payable transactions (supplier, employee, and other) accurately and effectively
  • Submit add or change requests relating to vendors accurately and effectively
  • Work closely with the Student Housing & Community Services Purchasing team to ensure proper purchasing procedures are followed per PO policy
  • Support goals of the Student Housing & Community Services Purchasing team
  • Act as the primary point of escalation for accounts payable and vendor data issues for the department
  • Interpret contract terms, University policies, procedures, guidelines, and Governmental regulations as they relate to PO payments
  • Resolve ambiguities in contract terms related to invoicing
Additional Responsibilities
  • Enter and process PO, non-PO invoices, and student refunds accurately
  • Prepare invoices for archiving
  • Prepare and data enter requisitions
  • Verify accuracy of information, including account coding, and review backup documentation
  • 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 self-assess such taxes where necessary
  • Respond to queries and provide support to faculty/admin units in the preparation of reimbursements and payments
  • Reconcile invoices paid to vendor statements and work with suppliers and management to ensure timely payment of outstanding invoices and credits
  • Assist in gathering information for month-end reporting
  • Resolve issues assigned to this role within the agreed-upon time limit
  • Prepare adjusting entries for any posting corrections, if necessary
Consequence of Error/Judgement

The Accounts Payable Specialist plays a critical role in the successful delivery of financial transaction services for The University of British Columbia. Actions taken or ignored by this role have a direct impact on how efficiently and effectively financial 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 department at large.

Supervision and Guidance

This role works under the direction of the Associate Director – Finance and may receive guidance from the Financial Manager. The Accounts Payable Specialist works independently and may distribute work assignments and provide supervision to temporary clerical support staff.