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Accounts Payable Administrator At Banff Centre for Arts and Creativity

Location: Banff, Alberta

Job Description

The Accounts Payable Administrator is responsible for the accurate and timely processing of all invoices. This will involve the accurate input, coding, approval verification, and final payment of all Accounts Payable documents.

Specific Accountabilities

  • Process payment requisitions ensuring proper approvals have been received, relevant supporting documentation is attached, the vendor or employee number is valid, and the address is correct.

  • Review the contents of invoices, match to the correct purchase orders, and liaise with the requester, buyer, and/or Procurement personnel regarding changes to be made to purchase orders or credit notes to be requested from vendors.

  • Ensure that invoices are paid in accordance with Banff Centre policies and procedures.

  • Review all internal travel/expense claims for accuracy and completeness and process on a timely basis.

  • Process review statements from vendors and compare them with entries on the database. Request copies of any missing invoices or credit notes.

  • Ensure the receiving status of purchase orders is complete prior to payment.

  • Liaise with department personnel regarding outstanding and overspent purchase orders and investigate overspends as required.

  • Match all shipping documents to freight invoices, review charges, research and contact departments regarding un-coded invoices.

  • Prepare and complete the weekly Accounts Payable cheque run. Compare and attach the cheque copy to the supporting documentation, verifying that all invoices and payment requests have been input correctly. Ensure that the proper procedures for signing cheques are followed as per the policies and procedures manual.

  • Verify the clearance or non-clearance of cheques, request stop payments, request cancellation and reissue cheques as required.

  • Maintain the Accounts Payable filing system and ensure that all documentation is correctly filed in a timely manner.

  • Reconcile statements and ensure invoices are requested if a statement shows amounts outstanding.

  • Reconcile the accounts payable vendor balance confirmations.

  • Additional associated duties as assigned.

Qualification and Educational Requirements

  • 3+ years' professional accounts payable experience gained while working in a mid-sized organization

  • Completion of a college certificate in accounting is an asset

  • Intermediate level knowledge of Microsoft Office software programs, especially Outlook, Word and Excel

  • Displays good judgment and the ability to prioritize and complete to a high level of accuracy multiple assignments and responsibilities

  • Demonstrates strong communication skills, confident and comfortable working with all internal and external customers of Banff Centre

  • Comfortable working independently while capable of working effectively in a team environment

Special Requirements

Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be made.

Employment Terms & Benefits

The job description for this position is currently under review.

In accordance with CUPE 4318, this is a unionized, permanent, salaried support staff position, subject to a six-month probationary period.

The salary for this position is $36,400.00 annually ($20.00 per hour), based on working 35 hours per week.

The successful candidate will be eligible to participate in the extended medical and dental group benefits plans and will contribute to an employer-matched pension plan.

Application Process

We are accepting applications for the Accounts Payable Administrator until a suitable candidate has been identified.