Under the general direction of the Manager, Accounting, the Accounting Associate (Accounts Payable & Contracts) is responsible for the timely and accurate processing of supplier and contractor invoices, requisitions and other payment requests, in compliance with University policies and Canada Revenue Agency guidelines. The Accounting Associate is part of the finance team and assists with accounts receivable processing, prepares account reconciliations and general accounting support.

Primary Position Outcomes:

Accounts Payable Operations:

• Ensures the timely and accurate payment of vendor and contractor invoices, employee expense reimbursements and processing of wire transfers payments in various currencies.
• Takes a proactive and customer service focused approach to AP processing and resolving data integrity issues
• 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

• Interprets contract terms, University policies, procedures, guidelines & Governmental regulations as they relate to PO payments. Examples include service contracts, and GST/HST and/or PST self-assessment guidelines.
• Responds to queries and provides support to faculty/admin units in the preparation of reimbursements and payments, interpreting financial policies and procedures as relevant
• Perform analysis and reconciliation of vendor statements
• Maintains the contract management module, ensures the contract status is accurately reflected and contract payments are in accordance with signed contracts.
• Ensures required CRA withholdings are made and remitted related to non-resident contractors in accordance with CRA requirements.
• Coordinates weekly payment runs (cheques, EFT and international wires)
• Creates and maintains International Agent vendor files and reconciles and processes commission payments
• Calculates and records all prepaid expenses and related amortization on a timely basis.
• Prepares and enters journal entries related to AP transactions, and posts other journal entries as required.
• Prepares and posts month end accruals and AP aging/reconciliations.
• Conducts data cleaning to rid the system of old, unused data, or duplicate data and may liaise with suppliers, faculty and admin units.
• Approves reimbursements and advances; Review authority limit and signature
• Oversees department petty cash floats.
• Maintains the cheque register ensuring completeness, compliance and accuracy of all authorized payments.
• Responsible for proactive follow up on payment registry items sent to departments for approval and coding.
• Maintains the spending and payment signing authority matrix signing in accordance with established financial policies and procedures.
• Assists in compiling information required for contract and honorarium T4A remittance to CRA.
• Maintains manual purchase order and credit application systems.
• Provides direction and support to others supporting the accounts payable processes (i.e. overseeing AP registration), invoice posting, AP file management and cheque run processing.
• Provides regular backup and assistance to other Accounting Associates.

Policy, Procedure and Business Process/System Development

• Provides input into the development and implementation of University wide purchasing, commitment, and payment policies and procedures.
• Participates in process and system development changes for purchasing and payment cycle.

Internal and External Relations and Communications

• Establishes, manages and maintains good working relationships with other members of the Financial Services team.
• Maintains productive working relationships with a broad variety of internal stakeholders, including managers and line staff of throughout the university to ensure compliance with established purchasing, commitment and payment policies and procedures.
• Maintains exceptional relationship with vendors by producing payments on a timely basis and establishing and maintaining communications with vendors.

Job Requirements

• Minimum of 3 years of related accounting and administrative experience.
• Demonstrated financial abilities, including accounts payable functions, and cash management.
• Demonstrated ability to manage high volume, high-pressure workload and deadlines
• Ability to multi-task, set priorities, and cope with constant interruptions.
• Accuracy and meticulous attention to detail.
• Ability to work independently and in a team environment.
• Organized self-starter with strong time-management skills.
• Excellent interpersonal skills.
• Proven ability to exercise initiative, good judgment, confidentiality, and diplomacy.
• Skilled in the use of personal computers including related software packages (MSOffice suite of programs). Knowledge of Agresso accounting system an asset.
• Developed communications skills (verbal and written), including an ability to communicate effectively with a variety of client types (vendors, contractors, faculty, support staff, senior management, other professionals).
• Demonstrated conflict resolution and teambuilding skills.
• Demonstrated problem solving and analytical skills.

Additional Information

This is a regular, full-time position working 37.5 hours per week. This position has been evaluated at ADM-D with a salary range of $59,484 (minimum) to $69,884 (midpoint) to $80,284 (maximum) per annum. Employment offers will normally be made between the minimum and midpoint of the range and are determined by knowledge, experience and internal equity. The University is pleased to offer a comprehensive benefit package. Royal Roads University is strongly committed to fostering diversity within our community. We welcome those who would contribute to the further diversification of our faculty and staff including, but not limited to, women, visible minorities, Indigenous people, persons with disabilities and persons of any sexual orientation or gender identity.

While Royal Roads University values all applications we receive, only those candidates shortlisted for further consideration will be contacted. Please note that all qualified candidates are encouraged to apply. However, you will need to be legally eligible to work in Canada for the duration of the employment contract. If you require any form of accommodation throughout the recruitment process, please contact us directly at human.resources@royalroads.ca attention: Abbi Rogers or 250-391-2600 extension 4408 so we can offer you individualized assistance and ensure equity in our recruitment and hiring process. ALL COMPETITIONS WILL CLOSE AT 10.00 P.M. ON THE DATE OF CLOSING