Accounts Payable Specialist

2 weeks ago

Calgary, Alberta, Canada Bethany Care Society Full time
About Bethany​  Bethany Care Society (Bethany) is one of Western Canada's largest not-for-profit providers of care, housing, and community services for seniors and adults with disabilities. Since 1945, Bethany has provided high-quality, person-centered care focused on the unique physical, emotional, and spiritual well-being of our residents and tenants. We create caring communities to support Albertans to age well.​
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Why Bethany? We offer generous vacation and leave time, competitive salaries, benefits, retirement savings programs, and top-ups for maternal leaves. We are committed to employee well-being and giving back to our community. We invest in our people because they are the reason for our success.​
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For more information, check out this video about Working at Bethany.     Position Summary  Reporting to the Manager, Financial Operations, the Accounts Payable Specialist plays a critical role in ensuring the accuracy, timeliness, and integrity of Bethany's financial operations. This position is responsible for processing high volumes of invoices and employee expense claims; ensuring accurate coding and approvals in Workday; preparing payment batches; reconciling accounts; and supporting month-end close activities through journal entries, accruals, and reporting. This role requires exceptional attention to detail, strong collaboration, and the confidence to uphold high standards for error-free coding and timely invoice processing. The Accounts Payable Specialist works closely with the Procurement team, Budget Holders, Approving Managers, and colleagues across Finance in a fast-paced, dynamic environment.     Key Responsibilities  Invoice, Expense, and Payment Processing
  • Process a high volume of accounts payable invoices, including Visa card transactions, and employee expense claims.
  • Accurately code invoices according to individual budgets, cost centres, projects, ledger accounts, and spend categories, proactively identifying and correcting errors.
  • Ensure all invoices have proper approvals in accordance with Bethany's delegation of authority.
  • Enter invoices into Workday with a high degree of accuracy and attention to detail.
  • Generate payment batches for approved invoices due for payment, ensuring timely, accurate disbursement.
  • Monitor payment timelines, vendor contract terms, and exceptions; escalate issues as needed.
Reconciliation, Journal Entries & Month-End Support
  • Reconcile the Accounts Payable Aging ledger and vendor-related accounts monthly, investigating discrepancies and providing explanations for overdue balances to ensure accuracy and completeness.
  • Analyze recurring expenses and incurred-but-not-yet-invoiced expenses, prepare and book expense accruals, and ensure proper recording in the general ledger.
  • Support month-end and year-end close procedures to ensure timely, accurate financial reporting.
Reporting & Analysis
  • Prepare recurring reports, including AP aging summaries, invoice processing metrics, payment schedules, and expense claim activity, and track key performance indicators related to AP efficiency, timeliness, and accuracy.
  • Provide ad-hoc reporting and analysis to support operational and financial decision-making across the Finance team and other stakeholders.
Cross-Functional Collaboration & Education
  • Work closely with the Procurement Team on PO-matched invoices, project coding, vendor issues, and workflow alignment.
  • Partner with Budget Holders and Approving Managers to ensure understanding of coding conventions and approval processes.
  • Lead or support lunch-and-learn training sessions on invoice coding, Workday processes, and AP best practices.
  • Maintain professional, proactive communication with internal and external stakeholders.
Continuous Improvement
  • Identify process inefficiencies and collaborate with Finance leadership on improvements to AP workflows and controls.
  • Support ongoing optimization of Workday AP processes, templates, and reporting tools.
  • Contribute to a culture of collaboration, customer service, and continuous learning within the Finance team.
Other Duties
  • Perform other duties as assigned to support the Finance team and organizational objectives.
  Qualifications & Experience   Education & Credentials
  • Diploma or certificate in Accounting, Finance, Business Administration, or equivalent experience.
  • AP or accounting coursework is an asset.
  Experience
  • Minimum 5 years of progressive Accounts Payable experience, preferably within a high-volume or multi-site environment.
  • Experience with Workday or other ERP financial systems.
  • Strong understanding of invoice workflows, coding structures, reconciliations, and approval processes.
  Skills & Competencies
  • Exceptional accuracy and attention to detail, with a commitment to error-free processing.
  • Ability to manage a large volume of invoices and meet tight deadlines.
  • Strong reconciliation and analytical skills.
  • Excellent communication and interpersonal skills with a customer-service mindset.
  • Confident in educating and supporting non-finance personnel; comfortable facilitating group training.
  • Strong teamwork and collaboration skills with the ability to work effectively in a dynamic, fast-paced environment.
  • Proactive problem-solver who takes ownership of tasks and follows through.
  • High degree of professionalism, discretion, and integrity.
  Position Information: 
  • Posting Number:
  • Position Number: PR-CP68-006
  • Location: Bethany Corporate (on-site)
  • Department: Finance
  • FTE: 1.00 
  • Non-Union 
  • Position Type: Permanent Full-Time
  • Shift and Hours of Work: Days (8:00 - 16:15)
  • Hours Per Shift: 7.75 hours  
  • Position Start Date: Once filled
  • Posting End Date: Until filled 
  How to Apply:  Like what you see and think you have what it takes to join our team?      *INTERNAL APPLICANTS* Internal applicants must utilize their  email address in order to be considered for the role; failure to do so may result in omission from the selection process.  
Apply Online at:  by submitting your resume and cover letter.   Please note this competition may close sooner if a suitable candidate is found.      All applicants are thanked for their interest. Only those selected to move forward will be contacted.    Bethany Care Society is an equal opportunity employer.   
Successful candidates will be required to obtain a Criminal Background Check and provide proof of all mandatory immunizations. 
Bethany Care Society complies with the Personal Information Protection and Electronic Documents Act (PIPEDA). By forwarding your resume to Bethany you are consenting to the collection and use of your personal information for this job competition. Your information will be kept strictly confidential.    

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