Senior Accounts Payable Specialist

Vancouver Island University accepts applications for the regular full-time role of Senior Accounts Payable Specialist a vital role within the VIU Financial Services department.

The Senior Accounts Payable Specialist supports accurate and timely processing of large volumes of daily transactional work, meeting weekly payment processing deadlines, and maintaining non-payroll liabilities balances in a responsible and transparent environment. This position will work at our Nanaimo campus.

Key Responsibilities:

• Coordinates the processing of Accounts Payable liabilities. The AP payments are processed within strict deadlines on a continuous weekly cycle. Payments are due to suppliers, students and staff based on strict timelines indicated by PO terms and conditions or pre-negotiated procedures.
• Responsible for the generation of payment files and uploads files to bank. Identifies returned and rejected transactions, resolves issues and communicates with suppliers, students and agents to solution anomalies. Updates system as required for successful completion of payment. Confirms bank file is balanced and reconciled to supplier records.
• Reviews transactions posted to the GL for accuracy, identifies anomalies and works through corrective actions.
• Provides guidance and solutions for wire payments in foreign currencies. Applies institutional banking requirements to transactions related to cross border activity and sanctioned countries. Initiates wire payments in all currencies, records transactions, and FX exchange. Investigates returned items and fees withheld and resolves anomalies.
• Posts and distributes scholarship and bursary payments. Manages returned items and initiates student communications for corrective actions. Issues replacement items.
• Facilitates emergency payments related to time sensitive requests and confidential payment matters with tact and diplomacy.
• Interacts with suppliers, students and staff for all aspects of payment and processing issues.
• Maintains payment documentation and reconciliations to support third party review.
• Provides functional supervision and support within the Accounts Payable department.
• Works closely with the Procurement department to resolve system information issues related to supplier records to ensure timely processing.
• Oversees the administration of VIU’s purchasing card program, including administering new cards, adjusting limits as required in co-ordination with the AP Manager, and addressing user delinquencies or errors.
• Coordinates the monthly purchasing card audit review process and posting of data to the General Ledger.
• Investigates day to day operational Accounts Payable issues and proposes solutions.
• Provides guidance and advice regarding treatment of GST, PST, Worksafe BC and Non-Resident tax.
• Plays a key role in month end close activities.
• Supports year-end processes for Accounts Payable including analysis and complex entries such as prepaid expenses and monthly amortization, accruals, employee expense allocations, etc.
• Reviews AP transactions for employee taxable benefits. Communicates with HR for additional details. Tracks employee taxable benefits required on AP transactions for manual adjustment and capture of tax through Payment Requisition.
• Provides support in the collection of data, generation and filing of AP Contractor T4A and T4ANR slips.
• Provides support with the recruitment of new staff, and provides training, direction and advice to the Accounts Payable team, staff within the department and across the institution.
• Assists with ad hoc requests for information and the compilation of financial information required to meet statutory reporting requirements.
• Lead projects aimed at improving processes, systems, and efficiency.

Required Qualifications:

• Two-year post-secondary education in a business program with a focus on finance or accounting. 
• A minimum of seven years concurrent relevant recent experience in a post-secondary financial services environment. 
• An equivalent combination of education and experience may be considered.
• Previous experience with payment processing in an electronic environment, document imaging and storage and liability management.
• Good working knowledge of CRA regulations, Non-Resident tax, Worksafe BC requirements, PST and GST tax applications