Accounts Payable Supervisor Jobs

Day of the Week Mondays to Fridays
Shift 8:30 am - 4:00 pm
Work Arrangements
This regular full-time (35 hours per week) position is available starting May 22, 2023. Regular hours of work are Monday to Friday, 8:30 am – 4:00 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
The Accounts Payable Supervisor plans, coordinates and supervises the operational and daily activities of the staff in the Accounts Payable (AP) unit within the Finance Department. They ensure that all payables are documented, recorded, and monitored within established accounting policies, procedures, and guidelines within the college. They ensure the confidentiality and integrity of all AP accounting documentation and processes. They provide supervisory and administrative support to AP and the Finance Administrators. They provide exceptional client-centred service on a consistent basis to all stakeholder groups.
Responsibilities

• Is accountable for the closing of purchase orders in the Purchasing system. Works closing with Procurement Services and Supply Chain staff and follows up with them on any outstanding purchase commitments;
• Establishes procedures to prevent and detect instances of fraud;
• Coordinates the weekly and monthly cheque, EFT , and wire transfer payments processing to ensure payments are made within prescribed timelines;
• Supervises staff, approves vacation and other absences, authorizes time sheets, work schedules and overtime, completes performance evaluations, recommends discipline, assists with the development of job descriptions and participates in the posting and selection process;
• Maintains a system of internal controls and recommends improvements of internal controls to management;
• Establishes work priorities and resolves issues within the unit;
• Other duties as assigned.
• Coordinates with CEIT regarding hardware, software, troubleshooting and other related needs;
• Participates in the development, implementation and monitoring of long- and short-term goals for the AP Unit;
• Participates and contributes to AP unit annual budget planning.
• Performs other related duties.
• Ensures that accounting policies, procedures, guidelines are followed by the AP staff;
• Provides accounting and ad hoc reports to a variety of internal and external users.
• Maintains and monitors the computerized accounts payable function including weekly posting of batches and integrations into Banner-Finance. Recommends changes and enhancements to systems to Senior Manager, Financial Reporting and Operations, as necessary;
• Provides general accounting support and feedback to the finance administrators;
• Provides overall leadership to ensure the effective operation of the AP Unit;
• Directs and assists staff with accounting processes specific to AP;
• Supervision of the AP Unit:
• Works closely with vendors, employees, procurement services, supply chain, banks, etc. to resolves outstanding AP issues;
• Stays current with accounting standards and applicable commodity tax regulations;
• Monitors, reviews, and approves AP staff and GL report reconciliations;
• Develops, reviews, monitors and makes recommendations for revisions to policies, procedures and guidelines;
• Participates in quarterly/annual Banner and FAST upgrade testing and validation process;
• Maintains ongoing communication with external vendors and students regarding payment requests;
• Applies the BCGEU Collective Agreement to daily decision making within established standards.
• Reviews AP journal entries and backup prior to submission to management for approval;
• Provides orientation, training and professional development;
• Maintains ongoing communication with appropriate college stakeholders regarding AP issues such as the application of accounting related policies, procedures, and guidelines;
• Collaborates with other college departments to resolve problems in order to provide better customer service;
• Maintains, reviews, and updates AP training manuals;
• Allocates duties and reviews the work of AP staff using appropriate auditing techniques;
• Ensures vendor accounts are current, accurate, and reconciled to the subledger;
• Provides direct backup for other AP positions including data entry during peak periods and vacation coverage;
• Prepares monthly and year-end audit reports and provides direction with the year-end review and the creation of staff audit working papers;
• Acts as coordinator for the College’s corporate card program;
• Coordinates and maintains the AP process:

To Be Successful in this Role You Will Need

• Demonstrated working knowledge of Public Sector Accounting Standards ( PSAS ) / GAAP (Generally Accepted Accounting Principles) and accounts payable procedures.
• Completion of a two-year accounting program at a recognized institution with a minimum of five (5) years related work experience or equivalent combination of education and experience.
• Work independently, and as part of a team, with minimum direct supervision.
• Train, evaluate and motivate employees.
• Excellent interpersonal skills.
• Establish priorities and consistently achieve tight deadlines.
• Proven supervisory skills and experience.
• Establish and maintain effective working relationships with various departments, employees and external agencies.
• Good working knowledge of the English language (written and verbal).
• Recognize, analyze and resolve problems.
• Excellent organizational and time management skills.
• Proficiency in the use of computerized accounting systems.
• Communicate courteously and effectively in person, in writing, via electronic mediums, and over the telephone with students, faculty, staff, administrators, and the public.
• Demonstrated working knowledge of commodity tax, provincial and federal, as it pertains to College purchases.
• A demonstrated ability to:
• Use computer applications such as Outlook and Microsoft Office (primarily Word and Excel) at an intermediate 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.
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