Purpose of Position

The Accounts Payable Administrator is responsible for managing the Greater Victoria Harbour Authority’s (GVHA) accounts payable, procurement and acts as back up for the receivable processing activities as well as contributing to the efficient operation of the Finance department. This position reports to the Controller.

Specific Accountabilities

Accounts Payable:

• Analyzes, verifies, codes, and posts payables transactions to journals, ledgers and other records
• Coordinates monthly corporate credit card expense reports, ensuring submissions from each corporate credit card holder are reconciled
• Prepares and reviews accounts payable cheque runs, EFT payments and online payments and journal entries
• Maintains project list for operating and capital projects and enters into accounting program along with project budgets
• Provides guidance to staff regarding purchase order and invoice approval procedures
• Performs monthly reconciliation of various accounts (i.e. prepaid expense, accrued liability)
• Checks accounts payable statements for outstanding invoices and follows up on missing invoices
• Checks outstanding purchase order reports for outstanding purchase orders and follows up with appropriate staff monthly
• Reconciles Payables ledger to General Ledger
• Prepares and enters month end expense allocations
• Assists with providing support documentation as part of monthly capital project reconciliation (scans capital project invoices applicable for funding when entering in Accounting system)
• Assists in development and monitoring of accounts payable related policies and procedures
• Processes monthly rent for Director, Finance’s approval
• Processes wire transfers following proper Delegation of Authority processes

Accounts Receivable:

• Provides back up for the Accounts Receivable position as required.

Reporting & Other:

• Assists with providing expense, account and project data when required
• Assists with Year End procedures
• Creates and maintains operating and capital project numbering system and advises appropriate staff of updates as required
• Conducts research, prepares reports and provides some recommendations for decision making purposes
• Assists with providing actual compared to budget reports for expense accounts and projects as directed
• Assists with other finance projects and tasks when required

Information Technology:

• Provides support with implementing finance related IT solutions

Working Conditions

• Open office environment
• Regular, full-time position
• Schedule is typically Monday to Friday, 37.5 hours a week.
• Position is eligible to work from home 2 days a week following completion of 90 day probation period.
• Public/customer relations and ability to resolve complaints

Experience and Education

• Completed Grade 12 and successful completion of a recognized accounting course
• Two years' recent related accounting experience or an equivalent combination of education, training, and experience
• Proficient with all MS Office applications
• Experience using accounting software, specifically with Microsoft Dynamics GP preferred

Knowledge, Skills, and Abilities

• Working knowledge of processing accounts receivable and accounts payable
• Sound knowledge of appropriate controls and procedures in order to uphold accurate recording of financial and operational information and to meet internal control compliance requirements
• Excellent communication and customer service skills
• Excellent attention to detail skills
• Strong organizational skills
• Demonstrated team player
• Ability to confidently deal with challenging customers and respond to and resolve complaints
• Ability to exercise tact, good judgment, confidentiality and flexibility in project delivery and providing service to stakeholders
• Ability to establish and maintain effective working relationships with a variety of individuals to meet GVHA objectives
• Ability to organize and independently manage workload while taking into consideration changing priorities, tight deadlines, volume of work and available resources
• Ability to provide concise and accurate information orally and in writing, including reports and correspondence suitable to the audience
• Ability to adapt to changes in work environment, work assignments, and/or changes in organizational priorities