Accounts Payable/accounting Officer - Brampton, Canada - Algoma University
Description
JOB TITLE:
Accounts Payable/Accounting Officer
Staff Bargaining Unit
DEPARTMENT:
Financial Services
POSITION STATUS:
Permanent, Full-time (35 hours/week)
OSSTF
LOCATION:
Sault Ste. Marie
SUPERVISION RECEIVED Director, Financial Services
PRIMARY FUNCTIONS:
A. Accounts Payable 60%
B. Payroll Assistance 20%
C. Fund Accounting (Foundation) 10%
D. Other Duties 10%
Total 100%
RESPONSIBILITIES:
A. Accounts Payable (60%):
- Responsible for the delivery of all Accounts Payable services for the University and all related departments
- Review and verify invoices, and their accompanying payment requests, to ensure compliance with Algoma University's policies and procedures for such elements as proper authorization, applicable matching purchase order or
- Prepare invoice batches and input into the financial information system on a daily basis to ensure payments are processed in a timely manner to meet weekly and monthly deadlines
- Provide advice to employees regarding procedures relating to accounts payable, wire payments, and reimbursement claims
- Respond to inquiries from vendors and employees regarding payment status
- Create and maintain vendor records in the financial information system
- Process USD invoices, determine USD exchange rate and calculate deemed
- Issue payment cheques for all payments owing
- Prepare journal entries to record cost allocation or adjustments in the financial information system
- Issue purchase order numbers and maintain purchase order filing system
- In the absence of the Director, Financial Services, approve and review purchase order requests to ensure compliance with internal policies
- Responsible for yearend Capital Equipment Report, yearend Accounts
- Liaise with auditors on Accounts Payable issues, as required
- Provide inhouse expertise on GST/HST, and stay uptodate on GST/HST Act updates, policies and procedures
- Educate staff on GST/HST issues and procedures to ensure compliance
- Responsible for calculating GST/HST payable and receivable and ensure compliance with the GST/HST Act
- Prepare and file GST/HST Rebate Applications for Algoma University
- Prepare journal entries to balance GST/HST expense accounts accordingly for each claim period
- Determine eligible GST/HST Pension Entity rebates
- Prepare GST/HST Rebate Applications for Algoma University Pension Plan
- Liaise with Canada Revenue Agency regarding GST/HST issues as required
- Responsible for coordination of AU's VISA and AMEX cards
- Distribute monthly statements, and collect and verifying receipts
- Enter VISA entries monthly into ACCPAC
- Oversee the PayPal account for Algoma University
- Responsible for invoicing for lease agreements for the University
B. Payroll Assistance (20%)
- Crosstrain in all aspects of Payroll in order to act as a backup to the Payroll
- Assist with bimonthly payroll by verifying data
- Reconcile ADP Change Report
- Responsible for conducting bimonthly payroll audit
C. Fund Accounting (Foundation) (10%)
- Responsible for tracking revenue, donations received, scholarships issued and expenses incurred by the funds and miscellaneous income
- Responsible for preparing Fund Analysis Reports for the endowment and nonendowment funds of the Foundation
- Calculate and allocate investment income, capital gains/losses, interest accruals, and expenses for each of the Foundation Funds
- Calculate amounts owing to the University for Scholarships issued by the university and any expenses paid by the University on behalf of the Foundation
- Evaluate each fund balance to determine sustainability
- Determine fund availability of each award and develop the annual student awards budget
- Work closely with Algoma University's Advancement Office to ensure proper donation allocation and set up of new funds
- Liaise with auditors regarding Algoma University Foundation funds as required
Other Duties (10%)
- Crosstrain on the position of Accounting and Grants Officer:
- Reconcile and prepare travel claims for payment processing
- Data entry of journal entries, cash sheets, bank reconciliation and pay reconciliations
- Perform all other duties as required in the absence of this position
- Crosstrain on the positions of Payroll Officer:
- Process payroll in the absence of the Payroll Officer
- Other related duties may be assigned, as required
WORKING CONDITIONS:
-
Physical Effort
- Minimal
Physical Environment
- Minimal
Sensory Attention
- Moderate
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