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Douglas College

Accounts Payable Supervisor

Full Time
3 days ago
Position Details

Position Information

Position Title Accounts Payable Supervisor Posting Number 01858SA Location New Westminster Campus Grade or Pay Level S - Pay Level 15 Salary Range $50,908 annually (with wage increments to a max of $57,361 annually). Salary and wage increments are in accordance with the Collective Agreement. Position Type Support Staff - Regular Posting Type Internal/External Regular/Temporary Regular Employment Type Full-Time Posting Category Staff Start Date 05/22/2023 End Date 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.


1. Supervision of the AP Unit:

a. 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;

b. allocates duties and reviews the work of AP staff using appropriate auditing techniques;

c. ensures that accounting policies, procedures, guidelines are followed by the AP staff;

d. establishes work priorities and resolves issues within the unit;

e. provides overall leadership to ensure the effective operation of the AP Unit;

f. provides orientation, training and professional development;

g. maintains, reviews, and updates AP training manuals;

h. directs and assists staff with accounting processes specific to AP;

i. applies the BCGEU Collective Agreement to daily decision making within established standards.

2. Coordinates and maintains the AP process:

a. maintains ongoing communication with appropriate college stakeholders regarding AP issues such as the application of accounting related policies, procedures, and guidelines;

b. maintains ongoing communication with external vendors and students regarding payment requests;

c. develops, reviews, monitors and makes recommendations for revisions to policies, procedures and guidelines;

d. establishes procedures to prevent and detect instances of fraud;

e. works closely with vendors, employees, procurement services, supply chain, banks, etc. to resolves outstanding AP issues;

f. coordinates the weekly and monthly cheque, EFT , and wire transfer payments processing to ensure payments are made within prescribed timelines;

g. 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;

h. acts as coordinator for the College's corporate card program;

i. maintains a system of internal controls and recommends improvements of internal controls to management;

j. stays current with accounting standards and applicable commodity tax regulations;

k. 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;

l. ensures vendor accounts are current, accurate, and reconciled to the subledger;

m. monitors, reviews, and approves AP staff and GL report reconciliations;

n. reviews AP journal entries and backup prior to submission to management for approval;

o. provides accounting and ad hoc reports to a variety of internal and external users.

3. Performs other related duties.

a. participates in the development, implementation and monitoring of long- and short-term goals for the AP Unit;

b. provides general accounting support and feedback to the finance administrators;

c. coordinates with CEIT regarding hardware, software, troubleshooting and other related needs;

d. participates in quarterly/annual Banner and FAST upgrade testing and validation process;

e. collaborates with other college departments to resolve problems in order to provide better customer service;

f. provides direct backup for other AP positions including data entry during peak periods and vacation coverage;

g. prepares monthly and year-end audit reports and provides direction with the year-end review and the creation of staff audit working papers;

h. participates and contributes to AP unit annual budget planning.

i. other duties as assigned.
To Be Successful in this Role You Will Need
    •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. •Demonstrated working knowledge of Public Sector Accounting Standards ( PSAS ) / GAAP (Generally Accepted Accounting Principles) and accounts payable procedures. •Demonstrated working knowledge of commodity tax, provincial and federal, as it pertains to College purchases. •Proven supervisory skills and experience. •Excellent organizational and time management skills. •Proficiency in the use of computerized accounting systems. •Excellent interpersonal skills. •Good working knowledge of the English language (written and verbal). •A demonstrated ability to:
      •establish priorities and consistently achieve tight deadlines. •work independently, and as part of a team, with minimum direct supervision. •recognize, analyze and resolve problems. •communicate courteously and effectively in person, in writing, via electronic mediums, and over the telephone with students, faculty, staff, administrators, and the public. •train, evaluate and motivate employees. •establish and maintain effective working relationships with various departments, employees and external agencies. •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.
Needs a Criminal Records Check No

Posting Detail Information

Open Date 05/09/2023 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 May 16, 2023. 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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