Accounts Payable Processor

The Accounts Payable Processor provides complex services and advice to the broad campus community including faculties, departments and administrative units. The successful incumbent will provide financial support and services to approximately 15,000 faculty and staff for UBC. This position is responsible for ensuring that goods and services contracted and paid by the University are recorded, reliable and processed in an accurate, timely and auditable manner. Duties include a proactive and customer service focused approach to AP processing, preparing ad hoc reports, and resolving data integrity issues.

Organizational Status

Reporting to the Accounts Payable Services Lead, the Accounts Payable Processor works closely with all levels of faculty and administrative units across the University, as well as other members within the Financial Operations department.

Work Performed

• Accurately and effectively processes AP transactions (supplier, employee, and other)
• Accurately and effectively process add or change requests relating to vendors
• Supports SLAs/ KPIs related to Procurement Services
• Acts as the primary point of escalation for AP and vendor data issues for the Faculty/Admin Unit
• Supports the achievement of SLAs/ KPIs related to Procurement Services
• Interprets contract terms, University policies, procedures, guidelines & Governmental regulations as they relate to PO payments. Examples include service contracts, equipment manufacturing agreements and GST/HST and/or PST self-assessment guidelines. Resolves ambiguities in contract terms related to invoicing
• Accurately performs the following AP activities:
• Enter and process the PO, non-PO invoices, T&E reimbursements
• Prepare invoice for archiving
• Prepares and data enters requisitions and journal vouchers,
• Verifies accuracy of information including account coding, reviews backup documentation, ensures signatures are valid
• Ensure authorization and backup documentation is obtained prior to processing in the system
• Assess the accuracy of GST, PST and/or HST on invoices and self-assesses such taxes where necessary
• Maintain employee vendor (Non-PO; petty cash, expense claims)
• Receive and scan approved expense claims and receipts against expense claims
• Scans requisitions and associated invoice documentation and keys in appropriate data fields
• Approve reimbursements and advances; Review authority limit and signature
• Perform duties related to web-based finance forms, such as tracking transactions
• Ensure master data integrity and quality of vendors used in processing transactions. May act as a back up to accurately and effectively process add or change requests relating to vendors of a high dollar value and/or more complex transactions
• Responds to queries and provides support to faculty/admin units in the preparation of reimbursements and payments, interpreting financial policies and procedures as relevant
• Conducts data cleaning to rid the system of old, unused data, or duplicate data and may liaise with suppliers, faculty and admin units.
• Assists in gathering information for KPI and dashboard reporting
• Resolves issues assigned to him/her within the agreed upon time limit

Consequence of Error/Judgement

The AP Processor plays an important role in the successful delivery of optimum payment tools for the University. Actions taken or ignored by the AP Processor has a direct impact on how efficiently and effectively systems and processes will perform and function. Errors in execution, judgment, poor analysis, conveyance of misinformation, incomplete information to customers, or failure to act decisively could have a detrimental effect within the procurement and payment areas, and on the campus at large. Failure to uphold the University s Mission Statement and ethical principles could result in a loss of confidence in the Account Payable function within the UBC community.

Failure to provide accurate and proper guidance of financial policies and procedures to customers and to action payment requests in a timely manner could result in goods and services being withheld from the University, penalty fines and interest charges applied to the University, a damaged reputation for the department and the University losing funding from a variety of sources. The incumbent must be able to effectively respond in a professional manner to multiple and not always clear customer enquiries in a timely fashion, as well as to support in the planning and organization of diverse activities to ensure that the University s needs are satisfied and risks are mitigated. Quick but logical thinking must be exemplified.

Supervision Received

Works under the direction of the Accounts Payable Services Lead. Guidance may be provided by the Senior Accounts Payable Specialist.

Supervision Given

The AP Processor works independently.

Preferred Qualifications

High School graduation and two-year post-secondary diploma in accounting and3 years of related experience or the equivalent combination of education and experience.- Experience with the emphasis on customer service, accounting and procurement.

– Experience with Peoplesoft – FMS (UBC s Financial Management System) is preferred

• Working knowledge of Microsoft Office applications, familiarity with a computerized accounting and/or procurement systems (preferably with large ERP systems like Oracle or SAP) and general accounting and/or procurement practices.

• Knowledge of Canadian tax laws is useful.

• Ability to provide professional quality service to customers in a courteous, patient manner

• Ability to maintain accuracy and timeliness in performance of duties and ability to work in multi-disciplined teams is also vital.

• Ability to work proactively, independently, and can effectively prioritize, multi-task and manage workflow while working under pressure to meet deadlines.

• Accuracy and attention to detail is essential. Must possess the ability to exercise tact and discretion.

• Effective oral and written communication skills are critical

• Demonstrated interpersonal, communication and organization skills are necessary to foster and maintain effective working relationships both internally and externally.

• Emphasis on customer service experience and pursuit of customer service excellence is essential.

• Proficient in data entry and can manage a high volume of work.