Job Description

Description


Accounts Payable within Finance is currently seeking a Full-time Temporary Relief Accounts Payable Specialist for approximately 13 months.


The Accounts Payable Specialist reports to the Accounts Payable Supervisor within Financial Operations and requires extensive expertise in PeopleSofts Accounts Payable and Expense modules, along with a strong understanding of University policies and procedures. The role involves managing high-volume, complex work under moderate to high stress, balancing multiple priorities and deadlines with minimal supervision. Decisions have a significant impact on others and the University's operations.


This position normally works Monday to Friday, 8:30 A.M. to 4:30 P.M, 7 hours per day (35 hours per week).

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


Accounts Payable Leadership

• 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.
• Mediate between University suppliers and departments to ensure payments are done on a timely manner to reflect accurate financial statements.
• Advising University's community and suppliers of Accounts Payable best practices and University's Procure to Pay processes, policies, procedures, programs, and unit operations.


Accounts Payable Expertise

• Initiating of continuous improvement activities to improve business process flows within own area of responsibility.
• 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's 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.
• 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.
• Review and audit employee cash advance requests and clearing and communicate with the stakeholders on a timely manner to ensure University's policies are followed.
• 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 daily.
• 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 using invoice scanning, interface, uploads, and manual entry into Peoplesoft in a timely manner.
• Review and resolve match exceptions, audit expense reimbursements for university employees and non-employees to ensure compliance with University of Calgary Travel and Expense Reimbursement Policies.
• Reconcile supplier account statements on a regular basis to ensure payment issues are resolved in a timely manner.

Qualifications / Requirements:

• Bachelor's degree or Accounting Diploma
• Accounting designation or Accounts Payable 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 specialist role
• Required to have advanced knowledge of Microsoft office applications such as Word, Excel, and PowerPoint.
• Must have extensive knowledge and expertise in Accounts Payable expense modules within PeopleSoft
• Excellent organizational skills, effective communication skills both verbally and written is required.
• Must have a strong understanding of University's policies, procedures, and its impact on their work.
• Able to effectively manage change and support co-workers in adapting to change.
• Strong ability to work in a high-volume environment with frequent interruptions and changing priorities is required.
• Skilled at working both independently and collaboratively within a team environment.
• Ability to prioritize and organize work, manage multiple assignments, and meet deadlines as required.
• Ability to be analytical, exercise sound and independent judgement and make decisions under pressure

Application Deadline: February 26, 2025

•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.•


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


For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website .


About the University of Calgary


UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.


The University of Calgary has launched an institution-wide Indigenous Strategy 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• •Office of Institutional Commitments• •( equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources ( hrhire@ucalgary.ca ).•

•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.•