Accounts Payable/accounting Officer

**JOB TITLE: Accounts Payable/Accounting Officer**
Staff Bargaining Unit

**DEPARTMENT**:Financial Services

**POSITION STATUS**:Permanent, Full-time (35 hours/week)
OSSTF

**LOCATION**:Sault Ste. Marie

**SUPERVISION RECEIVED **Director, Financial Services

**PRIMARY FUNCTIONS**:
A. Accounts Payable 60%
B. Payroll Assistance 20%
C. Fund Accounting (Foundation) 10%
D. Other Duties 10%

**Total 100%**

**RESPONSIBILITIES**:
**A. Accounts Payable (60%)**:

- Responsible for the delivery of all Accounts Payable services for the University and all related departments
- Review and verify invoices, and their accompanying payment requests, to ensure compliance with Algoma University’s policies and procedures for such elements as proper authorization, applicable matching purchase order or

contract, accuracy of the charge code, and presence of accurate banking information where wire payments are involved
- Prepare invoice batches and input into the financial information system on a daily basis to ensure payments are processed in a timely manner to meet weekly and monthly deadlines
- Provide advice to employees regarding procedures relating to accounts payable, wire payments, and reimbursement claims
- Respond to inquiries from vendors and employees regarding payment status
- Create and maintain vendor records in the financial information system
- Process USD invoices, determine USD exchange rate and calculate deemed

GST/HST payable
- Issue payment cheques for all payments owing
- Prepare journal entries to record cost allocation or adjustments in the financial information system
- Issue purchase order numbers and maintain purchase order filing system
- In the absence of the Director, Financial Services, approve and review purchase order requests to ensure compliance with internal policies
- Responsible for year-end Capital Equipment Report, year-end Accounts

Payable Report, and various financial year-end reports as necessary for audits
- Liaise with auditors on Accounts Payable issues, as required
- Provide in-house expertise on GST/HST, and stay up-to-date on GST/HST Act updates, policies and procedures
- Educate staff on GST/HST issues and procedures to ensure compliance
- Responsible for calculating GST/HST payable and receivable and ensure compliance with the GST/HST Act
- Prepare and file GST/HST Rebate Applications for Algoma University
- Prepare journal entries to balance GST/HST expense accounts accordingly for each claim period
- Determine eligible GST/HST Pension Entity rebates
- Prepare GST/HST Rebate Applications for Algoma University Pension Plan
- Liaise with Canada Revenue Agency regarding GST/HST issues as required
- Responsible for coordination of AU’s VISA and AMEX cards
- Distribute monthly statements, and collect and verifying receipts
- Enter VISA entries monthly into ACCPAC
- Oversee the PayPal account for Algoma University
- Responsible for invoicing for lease agreements for the University

**B. Payroll Assistance (20%)**
- Cross-train in all aspects of Payroll in order to act as a backup to the Payroll
Officer
- Assist with bi-monthly payroll by verifying data
- Reconcile ADP Change Report
- Responsible for conducting bi-monthly payroll audit

**C. Fund Accounting (Foundation) (10%)**
- Responsible for tracking revenue, donations received, scholarships issued and expenses incurred by the funds and miscellaneous income
- Responsible for preparing Fund Analysis Reports for the endowment and non-endowment funds of the Foundation
- Calculate and allocate investment income, capital gains/losses, interest accruals, and expenses for each of the Foundation Funds
- Calculate amounts owing to the University for Scholarships issued by the university and any expenses paid by the University on behalf of the Foundation
- Evaluate each fund balance to determine sustainability
- Determine fund availability of each award and develop the annual student awards budget
- Work closely with Algoma University’s Advancement Office to ensure proper donation allocation and set up of new funds
- Liaise with auditors regarding Algoma University Foundation funds as required

D. **Other Duties (10%)**
- Cross-train on the position of Accounting and Grants Officer:

- Reconcile and prepare travel claims for payment processing
- Data entry of journal entries, cash sheets, bank reconciliation and pay reconciliations
- Perform all other duties as required in the absence of this position
- Cross-train on the positions of Payroll Officer:

- Process payroll in the absence of the Payroll Officer
- Other related duties may be assigned, as required

**WORKING CONDITIONS**:

- **Physical Effort - Minimal**:

- Working in an administrative office setting during regular office hours
- **Physical Environment - Minimal**:

- Minimal exposure to unpleasant/disagreeable conditions
- **Sensory Attention - Moderate**:

- Multiple deadlines, multi-tasking, and high degree of accuracy and prioritizing required
- Frequent interruption