Job Description

Position Details

Position Information

Position Title Accounts Payable Clerk
Posting Number 02100SA
Location Coquitlam Campus
Grade or Pay Level S - Pay Level 8
Salary Range $47,453 annually (with wage increments to a max of $52,173 annually). Salary and wage increments are in accordance to the Collective Agreement.
Position Type Support Staff - Regular
Posting Type Internal/External
Regular/Temporary Regular
Employment Type Full-Time
Posting Category Staff
Start Date 02/05/2024
End Date
Day of the Week Mondays to Fridays
Shift 8:30 AM - 4:30 PM
Work Arrangements

This regular full-time (35 hours per week) position is available starting February 5, 2024. 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 Coquitlam campus; however, successful candidate must be available for occasional work at the New Westminster campus. Douglas College (DC) 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.
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

The Accounts Payable Clerk (APC) determines whether documentation submitted for payment complies with established accounting practices and will process and produce payments for accounts payable and provide accounting support through analysis and reconciliation of a variety of accounts. The Accounts Payable Clerk provides exceptional client-centred service on a consistent basis to all stakeholder groups.
Responsibilities

1. Ensure adherence to established accounting practices and regulations.
a. examines expense claims, honoraria, invoices, contracts, scholarships, petty cash vouchers and applications for refunds to appropriate authorization and compliance with established accounting practices;
b. examines documentation to ensure proper budget coding of expenses;
c. communicates in writing or verbally with employees, students and vendors that their documentation is incomplete or does not adhere to established accounting practices.
2. Processes payments for accounts payable.
a. produces cheques for payment of invoices, expense claims, honoraria, contracts to purchase, travel advances, scholarships, petty cash and refunds;
b. produces cheques for payment of the Douglas College travel agent;
c. calculates foreign exchange for payment of foreign accounts;
d. issues T4A\'s for vendors, scholarship/bursary recipients in accordance with tax regulations;
e. enters data into computerized accounting systems and deals with interface with other systems such as the student information system and the purchasing system.
3. Provides accounting support.
a. monitors various payables accounts, ensuring that they are reconciled and current;
b. monitors, analyzes and reconciles various asset and liability accounts including checking entries for accuracy and consistency;
c. monitors, analyzes and reconciles various operating expense accounts including checking entries for accuracy and consistency;
d. provides budget data as required;
e. prepares working papers for various accounts as directed by the Comptroller or Director of Finance;
f. monitors, analyzes, reconciles GST and PST accounts and prepares necessary remittances.
4. Acts as receptionist for the Financial Services office.
a. acts as receptionist including answering telephone and in person enquiries related to a variety of accounting functions; takes messages; sorts and distributes mail received by the department;
b. monitors and maintains the office stationery, supplies and forms.
5. Provides accounting support for subsidiary organizations
a. maintains the books and prepares year-end financial statements and working papers for a subsidiary organization.
6. Performs other related duties.
a. Participates in the maintenance of Douglas College\'s Quality Management System
To Be Successful in this Role You Will Need

- Completion of a two (2) year accounting-related diploma program at a recognized post-secondary institution with a minimum of two (2) years related work experience or equivalent combination of education, training and experience;
- Good working knowledge of composing routine correspondence and reports as well as office practices and procedures;
- Demonstrated experience providing customer service and resolving payment system issues;
- A demonstrated ability to exhibit respect for clients, client diversity, and community partners;
- Strong oral and written communication and interpersonal skills;
- Excellent computer skills: MS Office Suite, database management; payment management systems and electronic accounting software;
- Knowledge of third-party payment management systems;
- Demonstrated experience monitoring various payables accounts, to ensure currency and accuracy;
- Experience using on-line reporting and communication portals/databases; preference given to individuals with knowledge of existing Provincial Government systems (ICM , OES,BI Portal)
- Satisfactory completion of a criminal records check and security screening as per Ministry contract.
- A professional, positive, and energetic attitude;
- Strong attention to detail with the ability to establish priorities, work to deadlines, and maintain well documented records;
- To manage conflicting goals and be flexible with shifting priorities;
- Strong computer skills, including the full Microsoft Office suite at an intermediate or better level, operating knowledge of Oracle databases and knowledge of online Ministry systems;
- Have personal integrity, initiative, and commitment to professional development;
- Work effectively as part of an interdisciplinary team in the design, development and delivery of services to ensure program outcomes are met; and
- Strong analytical skills with the ability to collect, organize, analyze and disseminate significant amounts of information with attention to detail and accuracy;
- Adept at queries, report writing and presenting findings;
- Minimum two (2) years\' of experience with interpreting statistical data; and
- Demonstrated ability to maneuver within excel at intermediate to advanced level.
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 Yes

Posting Detail Information

Open Date 01/22/2024
Close Date
Open Until Filled Yes
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 January 26, 2024. 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.
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Douglas College