Job Description

Position Details

Position Information

Position Title Accounts Payable Clerk
Posting Number 01903SA
Location New Westminster Campus
Grade or Pay Level S - Pay Level 9
Salary Range $45,364 annually (with wage increments to a max of $50,156 annually). Salary and wage increments are in accordance with the Collective Agreement.
Position Type Support Staff - Regular
Posting Type Internal/External
Regular/Temporary Regular
Employment Type Full-Time
Posting Category Staff
Start Date 07/10/2023
End Date
Day of the Week Other - See work arrangements
Shift 8:30 am - 4:30 pm
Work Arrangements

This regular full-time (35 hours per week) position is available starting July 10, 2023. Regular hours of work are Monday to Friday, 8:30 am - 4:30 pm. Shift days and times may change depending on the Department\'s need. Occasional evening and/or weekend work may be required. The position is located at the New Westminster campus; however, successful candidate must be available for occasional work at the Coquitlam campus. Douglas College is committed to supporting a healthy work/life balance for employees. A modified/flexible schedule and/or hybrid work from home arrangement may be considered, subject to the terms of the College\'s Work From Home Policy.
What Douglas Offers

DO what you love. Be good at it. That\'s how Douglas College defines a great career. It\'s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC\'s Top Employers. We love what we do. And we\'re looking for passionate, motivated people to join us in making one of Canada\'s best colleges even better.
The Role

Responsible for timely and accurate processing College (internal and external) payments, reimbursements and preparation of reconciliations. Audit compliance of documentation submitted with government and College guidelines and regulations. Produces payments for vendors, employees and students while providing account coding support to all stakeholders. Reconciles prepaid and advance accounts. Provides guidance to College community on appropriate coding of expenses, and provides exceptional client-centered service to all stakeholders, including participating in training of new Accounts Payable positions.
Responsibilities

1. Responsible for examining documents submitted for payment to ensure they adhere to established accounting standards and guidelines.

a. examines and audits expense claims, honoraria, invoices, contracts, scholarships, petty cash vouchers, etc. for appropriate authorization and compliance with established accounting policies, practices, and collective agreements and follows up with stakeholders as required;

b. ensure proper authorization, adequate audit trail and meet external auditor\'s requirements;

c. ensures all Purchase Order payment instructions comply with the Procurement of Goods and Services guidelines;

d. communicates with stakeholders in a timely manner to obtain missing information when documentation is incomplete or does not adhere to established accounting practices;

e. provides guidance to new employees of the College, such as verifying cost centres and suggesting GL accounts, to comply with accounting practices and College procedures;

f. provides guidance to departmental administrators regarding keeping their signing authorities current in order to ensure that payments can be processed;

g. ensures principles of internal controls are adhered to in conducting own work.

2. Responsible for accurately processing high volumes of payments on a daily basis.

a. accurately enters payment information into Banner to produce College Canadian, US and Douglas College Foundation cheques for payment of invoices, expense claims, honoraria, service agreements, travel advances, scholarships, petty cash and refunds;

b. accurately applies GST and commodity rebates and input tax credits for the College as required and communicates discrepancies with vendors;

c. ensures all Travel and Accommodation (7400\'s), Registration and Membership (7500\'s) and Professional Development Computer Purchases (7118) transactions are recorded with individuals\' activity codes to improve the accuracy of the annual financial reporting requirements;

d. enters international wire transfers in Banner and sets up payment from the College\'s financial institution online and tracks each transaction for completion;

e. accurately applies foreign exchange rates to payments as necessary;

f. communicates with the College\'s financial institution to confirm validity of cheques and trace wire transfer issues including, rejections, returns and missing information;

g. mitigates duplicate payments by frequently reviewing vendor history;

h. communicates directly with vendors when payment instructions are not clear or when payment issues arise (i.e., missing payments due to incorrect address);

i. issues tax receipts to vendors, scholarship/bursary recipients in accordance with federal tax regulations.

3. Provides guidance on coding support to departmental administrators.

a. monitors various payables accounts, ensuring that they are reconciled and current, including all corporate credit card holder information;

b. creates journal vouchers as necessary (prepaid invoices, self-assessed provincial sales tax (PST), and account coding corrections);

c. reviews vendor invoices and records for accuracy, and submit change requests as required;

d. monitors, analyzes and reconciles various vendor and general ledger (GL) accounts for accuracy and consistency;

e. responsible for maintaining all accounts payable source documentation and providing accounting information and data as required to stakeholders;

f. prepares working papers for various accounts as directed by the Controller or Director of Finance

g. calculates self-assessed PST to prepare necessary remittances;

h. prepares Declaration of Conditions of Employment (T2200) for employees as needed;

i. fields queries regarding past payments, payment status, cost centre, and past payment descriptions from internal and external stakeholders;

j. prepares and obtains supporting paperwork for auditors and other parties as required, e.g. retrieval of source documents.

4. Performs other related duties as required such as:

a. acts as reception for the department which may include answering the telephone and receiving in person enquiries; sorts and distributes mail received by the department; files documentation;

b. monitors and maintains the office stationery, cheque processing and general supplies

c. safeguarding financial and personal data and records

d. participating in training of new and auxiliary Accounts Payable positions.
To Be Successful in this Role You Will Need

• Qualifications and Experience:

• Completed a one-year related program at a recognized post-secondary institution and a minimum of two (2) years related work experience or equivalent combination of education and experience.
• Minimum one-year experience using a major ERP accounting system.

• Proven ability to:

• Keyboard at 45 w.p.m. and enter data accurately at an intermediate level;
• Work independently with minimal supervision;
• Plan and organize high volumes of work in order to meet deadlines;
• Sit at a computer workstation while handling a variety of payment instructions (physical and electronic materials) for extended periods of time;
• Develop, establish and maintain good working relationships, i.e. be an effective team member;
• US computer applications such as Banner, FAST, the Microsoft Office suite, and Adobe Creative cloud;
• Troubleshoot equipment, software, computers, printers, and multi-functional devices.
• Skills:

• Interact effectively and tactfully with stakeholders;
• Excellent written and verbal communication and interpersonal skills;
• Exercise sound judgment in applying knowledge;
• Maintain a high degree of confidentiality.
• Knowledge:

• Generally accepted accounting principles;
• General ledger and account coding;
• Public sector accounting standards as it relates to position responsibilities.;
• Principles of internal controls and ability to support financial policies, regulations and systems;
• Commodity tax regulations, both Provincial and Federal;
• FIPPA legislation and compliance as it relates to position responsibilities;
• Payment Card Industry compliance and guidelines.

Link to Full Position Profile
Equity Statement

Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.
Needs a Criminal Records Check No

Posting Detail Information

Open Date 06/23/2023
Close Date 06/29/2023
Open Until Filled No
Special Instructions to Applicant

Interested applicants must submit their application and all required documents online on the Douglas College Career Site . Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be received by June 29, 2023. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.
Quick Link for Direct Access to Posting

Douglas College