Job Summary:

Reporting to the Manager, Accounts Payable, Coordinator, Vendor Maintenance & Payment Management is responsible for the maintenance of the vendor dictionary with the aim of a standardized database across all Health Authorities (HAs). The Coordinator is also responsible for the development and maintenance of the vendor payment system with an emphasis on the use of electronic funds transfer. As a member of the General Accounting management team this position participates in the development of the strategies and goals of the department to ensure the optimum delivery of appropriate financial services for the Health Authority. The role will work with the Sourcing team closely to ensure proper vendor setup with consideration to tax compliance. The Coordinator also brings significant value in mitigating payment risks, increasing administrative inefficiencies and increasing speed of vendor setups and changes.

The Coordinator, Vendor Maintenance & Payment Management will lead and support the following areas of the Accounts Payable team: Vendor maintenance, Payment process management, Audit reviews and GST/PST alignment between Vendors and Supply Chain systems

Duties/Accountabilities:

• Leads the day-to-day operational management of the vendor maintenance and payment team.

• Provides recommendations for continual service improvement and take corrective action as necessary to ensure proper execution of the processes across Accounts Payable.

• Responsible for the establishment and ongoing refinement of performance measures and indicators. Meets all satisfaction targets as measured through KPI’s. Coordinates with functional roles in hierarchical management.

• Leads the development of a standardized vendor database across all Health Authorities (HAs) by managing the setup of new vendor and updates to existing vendor dictionaries.

• Establishes and maintains internal controls and procedures to protect the assets of the HAs and determines new controls or procedures that address the changing needs of the HAs.

• Ensures proper due diligence and oversees accurate new vendor set-up and vendor maintenance requests sent in for processing including both on/off boarding and changes to the vendor setup. Ensures the integrity of all data change requests with strict adherence to best practices.

• Collaborates with Procurement Operations to maintain integrity of the vendor database and ensures vendor setup is correct so that purchase orders can be processed on the vendor account.

• Chairs the Mergers, Acquisitions, Restructures and Spin-offs (MARS) Committee including reviewing vendors that are going through organizational changes that impact HA’s vendor relationship, risk liabilities, compliance, etc. Schedules meetings with AP leadership teams and Sourcing and circulates vendor change communications. Ensures vendor accounts are either setup or updated in a provincially standardized manner with consideration to multiple ERP systems/limitations and downstream impacts to Sourcing.

• Acts as a central contact for all Accounts Payable teams to bring forward any escalations that impact the vendor maintenance or payment management of multiple health authorities allowing for a standardized approach for resolutions and decreasing administrative inefficiencies.

• Develops and maintains the vendor payment system with an emphasis on the use of electronic funds transfer.

• Manages the planning, review and execution of the vendor payment runs including cheques, direct deposit, credit card, and wires for Canadian, US and international vendors. Promotes efficiency through electronic funds transfer as the standard method of payment.

• Reviews and performs audits of defined business rules to ensure conformance with defined processes and takes corrective action as necessary to enforce compliance and/or improve processes.

• Employs continuous process improvement principles to automate and optimize AP processes in collaboration with the AP leadership team.

• Leads the team to success through coaching, training, development and performance management of support staff. Fosters an environment of team building and engages others to implement solutions that meet the HAs’ and the department’s goals both financially and operationally.

Qualifications:

A level of education, training and experience equivalent to a post-secondary education in a related field. CPA designation preferable. Minimum of five years’ post qualification accounting experience in a large, complex environment including at least two years’ supervisory experience, or an equivalent combination of education, training and experience.

Solid understanding of key accounts payable processing, financial systems and reporting. Demonstrated experience in delivering outstanding customer service within a shared services environment. Able to identify problems and render logical and appropriate solutions in a timely and decisive manner. Excellent organizational skills including the ability to prioritize workload to meet deadlines. Strong computer and financial application skills including demonstrated ability to productively use spreadsheet, word processing, and database applications. Leading people by acting with integrity and trust, building a team environment, communicating clearly, and fostering potential. Leading change through adept ability to influence, motivate, inspire and promote innovation, business process improvements and system development. Business Acumen: managing resources; possessing health environment and political awareness. Physical ability to perform the duties of the job.