Job Summary:

The Supervisor, Accounts Payable is responsible for overseeing the payment function including directing staff in processing payments, ensuring adherence to policies and procedures and providing issue resolution and guidance. The Supervisor, Accounts Payable ensures timely payments of vendor invoices and expense re-imbursements and maintains accurate vendor records and control reports.

Duties/Accountabilities:

1. Supervises a team of more than ten (10) Accounts Payable staff by performing duties such as scheduling and coordinating work assignments, approving vacation for staff and arranging relief coverage, checking and prioritizing work, providing guidance and advice to facilitate resolutions to work problems, correcting problems as required and monitoring operations to ensure standards are met.

2. Reviews and approves timesheets in the Scheduling and Staffing System each pay period for Accounts Payable staff. Submits daily timesheets for casual employees as required.

3. Ensures the accuracy and timeliness of the Accounts Payable systems by coordinating and reviewing the activities of the area. The Supervisor reviews batches for posting, invoices against purchase orders and receiving documents, oversees distribution of disbursements and ensures correct coding on accounts. Maintains weekly statistics on unprocessed invoices.

4. Responds to queries from vendors, staff, and departments regarding disputed vendor accounts, expense re-imbursements, pricing discrepancies, unmatched documents, and missing or incorrect receipts/back-up documents. Contacts appropriate department, staff or vendor to rectify accounts, statements and discrepancies. Performs quarterly vendor statement reviews ensuring accounts are up-to-date.

5. Reviews all credit application requests ensuring documents are completed and returned to new vendors in a timely manner. Prepares and sends monthly communication to vendors outlining the benefits and convenience of participating in the Accounts Payable EFT Program.

6. Prepares monthly reconciliations of liability accounts to the General Ledger and verifies accounts have been correctly balanced. Investigates discrepancies and takes corrective action by adjusting journal entries and providing the final report to the Manager, Accounts Payable.

7. Reviews Accounts Payable Aging Report to determine Days Payable Outstanding trends and prepares analysis of overdue accounts.

8. Identifies invoice and purchase order discrepancies through methods such as reviewing error reports and provides explanations for discrepancies such as price changes, substitutions and back-orders. Prepares adjustment information as required.

9. Coordinates with internal/external auditors during interim and year-end audits providing information and documentation related to internal controls within the Accounts Payable process.

10. Assists Manager, Accounts Payable in directing various staff functions related to performance evaluations, orientation and training, staff selection, and disputes by methods such as providing input into employee performance evaluations, determining orientation and training requirements, assisting with staff selection by sitting on interview panels and providing input regarding evaluation of candidates and documenting performance problems for the Manager’s attention and follow-up.

11. Works in collaboration with the Director, Accounts Payable and Manager, Accounts Payable by assisting with setting annual budgets and performing expenditure analysis by investigating the rationale behind periodic variances.

12. Participates in cross functional group discussions, including but not limited to representatives from Finance and Supply Chain Management (SCM) to review procedural/policy issues and vendor relations. Provides input regarding issues related to Accounts Payable processes and ensures requirements are met. Follows up with Manager, Accounts Payable.

13. Coordinates cheque and Electronic Funds Transfer (EFT) runs as needed by confirming that all Accounts Payable entries for the designated run have been entered, all control groups/batches for users are closed, bank information recorded is correct and that there are no unbalanced vouchers in the system prior to cheque run. Initiates the computerized cheque/EFT run, balances the batch total to control totals listed on the report and prints cheques and EFT’s.

14. Produces reports such as cheque register listing and related documents for each Cheque/EFT run, downloads daily EFT reports from bank for G/L reconciliation reviewing and corrects errors that occur. Performs daily/periodic voucher and payment audits.

15. Coordinates with banks for additions, rejections and deletions to EFT files and dollar amounts and obtains proper authorization from the Manager, Accounts Payable. Provides additional day-to-day support in preparing wire transfers for payments to international vendors.

16. Initiates stop payment of cheques with bank and issues new cheques. Reviews monthly stale dated cheque reports, investigates the status of the vendor and uncollected cheques, contacts vendor for potential void and re-issue of stale dated cheques and closes vouchers as required.

17. Prepares monthly reconciliations of liability accounts to the General Ledger and verifies accounts have been correctly balanced. Investigates discrepancies and takes corrective action by adjusting journal entries and providing the final report to the Manager, Accounts Payable.

18. Processes withholding tax calculations on foreign invoices by methods such as receiving documentation, drafting correspondence to vendors for Manager’s signature, preparing and signing adjustment vouchers for credit reduction and maintaining documentation for processing payment to Revenue Canada.

19. Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

Grade 12, completion of two years of the CMA or CGA program and four years’ recent related experience or an equivalent combination of education, training and experience.

Skills and Abilities

• Ability to keyboard.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to supervise.
• Ability to organize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.