Job Description

Position Overview

Accounts Payable in Finance is currently seeking a Full-time Regular Accounts Payable Specialist.

This position supports the University of Calgary\'s Accounts Payable functions and reports to the Supervisor, Accounts Payable (Financial Operations, Finance) and will work closely with members of their team as well as internal and external stakeholders. As part of the Alberta Union of Public Employees (AUPE), the standard shift is seven hours per day for 35 hours per week in a hybrid work environment. Overtime may be required during peak periods due to the increase in volume and tight deadlines.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

• Proactively develop and maintain trustworthy and productive working relationships with all stakeholders including: University of Calgary administration, internal and external customers.
• Provide PeopleSoft training, navigation and advice regarding Accounts Payable and Expense modules, including how to input, interpret and understand how it works.
• Contribute to financial policies and plans and act upon recommendations for change to procedures, process and reporting activities to enhance systems, reporting, transaction processing and general administration of Accounts Payable.
• Complete special projects as required, report on findings, prepare recommendations and monitor outcomes. These may include development of Accounts Payable guidelines and procedures.
• Liaise between University vendors and departments to ensure payments are done on a timely manner to reflect accurate financial statements.
• Advising University community and vendors of Accounts Payable best practices and University Procure to Pay processes, policies, procedures, programs and unit operations.

Accounts Payable Expertise:

• Good judgement and attention to detail are necessary as decisions made will have direct consequences for financial units, campus departments and faculties of which the impact of error is high.
• Investigate stale dated cheques to identify reasons why cheques are not cashed, identify un-cashed cheques that should be reported as unclaimed property to Government of Alberta.
• Analyze and monitor several system reports for discrepancies related to invoice processing, resolve issues or escalate for resolution.
• Able to effectively identify, analyse and code GST on invoices with an understanding of University rebate system to ensure proper reporting to Canada Revenue Agency.
• Advise University Community with regards to tax implications for honorarium payments i.e. T4A, T4ANR.
• Understanding of University of Calgary policies and guidelines to ensure that all invoices paid by Accounts Payable are compliant with the University of Calgary policies.
• Work collaboratively with UService Help Desk as tier 3 advisers to assist and resolve all Accounts Payable invoice and expense reimbursement related issues in an effective and efficient manner.
• Work collaboratively with Research Accounting to assist and process all payment requisitions for Subgrant Advances and refunds.
• Reconcile employee cash advances on a regular basis to ensure advances are accounted for.
• Work both independently and collaboratively to resolve AP unposted vouchers and ensure charges are posted to the appropriate accounting period.
• Monitor and resolve vouchers that are pending in the workflow to enable approvers to approve transactions on a timely manner.

Accounts Payable Operations:

• Responsible for processing Accounts Payable incoming mail on a daily basis.
• Sorting all documents received for team processing.
• Ensure that compliant invoices are processed into Peoplesoft, and non-compliant invoices are rejected and returned for corrections.
• Monitor rejected invoices with significant values and follow up
• Monitor supplier accounts with credit balances and follow up for the payment refund.
• Process invoices, uploads and manual entry into Peoplesoft in a timely manner.
• Audit expense reimbursements for University employees and Non-Employees to ensure compliance with University of Calgary Travel and Expense Reimbursement Policies.
• Reconcile vendor account statements on a regular basis to ensure payment issues are resolved in a timely manner.
• Process cheque requisitions for student refunds.
• Other related responsibilities as assigned by the AP Supervisor / SR AP Specialist.
• Monitor and resolve Service Now tickets

Qualifications / Requirements:

• Bachelor Degree or Accounting Diploma
• Accounting Designation or AP Designation would be an asset
• Minimum of five years of Accounts Payable experience is required
• Understanding of accounting concepts with extensive knowledge in all Accounts Payable processes.
• Experience with preparation of tax slips pertaining to Accounts Payable (T4As, & T4ANRs) would be an asset
• Required to have advance knowledge of Microsoft office applications such as Word, Excel, PowerPoint
• Excellent organizational skills, strong communication skills both verbal and written, required
• Must have a strong understanding of University policies, procedures and its impact on their purpose and work.
• Ability to work in a high volume environment with frequent interruptions and changing priorities is required
• Ability to work both independently and collaboratively within a team environment.
• Ability to prioritize and organize work, handle multiple assignments and meet deadlines as required
• Ability to be analytical, exercise sound and independent judgement and make decisions under pressure

Application Deadline: September 01, 2023

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our .

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada\'s leading next-generation university - a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation\'s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada\'s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit .

The University of Calgary has launched an institution-wide in line with the foundational goals of , committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the ( ) and requests for accommodations can be sent to Human Resources ( ).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities , and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

University of Calgary