Accounts Payable Advisor

**Job Purpose**:
The Accounts Payable Advisor is responsible for the timely and accurate processing of day-to-day payment cycle activities and requires knowledge and understanding of Trent University’s policies and procedures. The Accounts Payable Advisor provides the highest level of customer service, developing and maintaining positive and supportive relationships with both our external and internal partners. The Accounts Payable Advisor will have a daily, ongoing impact on financial transactions, including preparing payments; receiving, processing, and reconciling invoices, corporate card submissions, and individual expense claims; assessing GST/HST implications. The Accounts Payable Advisor supports all activities in the Accounts Payable function under the oversight and approval of the Manager, Financial Services.

**Key Activities**:
1. Processing accounts payable activity on a timely and accurate basis, ensuring available payment discount and vendor terms are met to maintain the University’s strong vendor relationships and credit score.

a. Perform 3-way match (matching the invoice, purchase order, and receiving report) or 2-way match (matching the invoice to the PO- used for non-physical goods) to ensure payments are accurate.

i. Direct identified discrepancies in accordance with documented procedures.

i. Action special payment instructions.

i. Confirm and verify HST numbers as required.

ii. Perform tax self-assessments were necessary.

iii. i. Review GST/HST coding to ensure eligibility for PSB rebate.

c. Update file regarding pertinent tax detail for custom clearance shipments where necessary.

2. Prepares non-student University payment disbursements on a rotating basis, including wire payment, P-Card and money order requests.

b. Contact vendor to make payment of approved invoices by P-Card when option is available in accordance with P-Card procedures and within AP spending limits.

i. Submits receipts and allocates transactions to appropriate GL accounts through on-line system in an accurate and timely manner.

c. Creates voucher batches and performs voucher data entry review per procedures.

d. Prepares payment summaries and reconciliations for processing review and approval by Manager.

e. Follow-up on returned cheques, redirect as required.

f. Requests stop payment of cheques when necessary, creating all related entries within the ERP system as required, including voiding original cheque issued as well as voiding and re-entering of the voucher, informing the vendor of any revised payment information.

g. Arrange for Senior Administration approvals and signatures as necessary for payments exceeding processing threshold.

3. Provides exceptional customer service for assigned vendors.

a. Respond to all assigned vendor inquiries in a prompt and professional manner, obtaining information from various sources as required.

b. Escalate vendor inquiries to Manager when necessary.

c. Maintain accurate vendor database, updating vendor information as necessary, and archiving unused vendor cards in accordance with procedures, as requested by the Manager, Financial Services, the Senior Manager, Financial Services, and/or the AVP Finance.

d. Encourage vendors to move away from receiving payment by physical cheque (i.e., Visa payment, Payment Plus, or EFT).

e. Periodic request and review of assigned vendor statements for reconciliation and follow up.

5. Maintains electronic and hard copy accounts payable filing systems in accordance with approved process and procedural documents as well as maintaining any physical historical records.

6. Supports completion of the external audit by retrieval of transactional source data for review by auditors and provides explanations for any discrepancies found in the source data review.

7. Prepares special reports as requested for the Manager, Financial Services, Senior Manager, Financial Services, and the AVP of Finance to assist in reconciliations and decision making by analyzing data with the aid of systems such as: Excel, Word, Colleague and Access.

8. Supports the financial services department on projects to implement new processes or systems.

9. Regular review of procedural documentation related to key tasks, updating as necessary.

10. Assist with revisions to departmental policies and forms by attending meetings and participating in training sessions for faculty and staff.

11. Other duties as assigned by the Manager, Financial Services, including cross training and/or back filling other AP and Finance roles if required.

**Focused duties could include the following**:
12. Subject matter expert for the electronic reimbursement system updating expertise as necessary to reflect system updates and enhancements as well as implementing associated process improvements to increase efficiencies.

13. Review of Accounts Payable Advisors’ counterpart monthly VISA submissions in accordance with Card Program Policy and related procedures within monthly dead