Find More Than 10K+
United Kingdom Jobs

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Description Summary
The Senior Accounts Payable Specialist provides complex services and advice to the broad campus community including faculties, departments and administrative units. The successful incumbent will provide financial support and services of an advanced, complex and diverse nature to approximately 15,000 faculty and staff for UBC. This position is responsible for overseeing the operations of the Accounts Payable function, ensuring that goods and services contracted and paid by the University are recorded, reliable and processed in an accurate, timely and auditable manner. The incumbent will have a proactive, customer service approach and will train and/or act as a point of contact for peers and/or a department and faculty portfolio, engaging customers to facilitate understanding of financial policies, and UBC payment protocols. Duties include coordinating the complicated processes of accounts payable invoices processing, preparing ad hoc reports, and resolving data integrity issues.

Organizational Status
Reporting to the Accounts Payable Services Team Lead, the Senior Accounts Payable Specialist works closely with all levels of faculty and administrative units across the University, as well as other members within the Financial Operations department.

Work Performed

• Provides guidance to and coordinates work processes and work flows of the AP Processors
• Acts as the primary point of escalation to resolve AP and vendor data issues
• Provides training and support to UBC Faculty and Staff on various tools and applications related to the AP Process
• Identifies issues and supports the AP Processor to prevent errors from re-occurring
• Reviews and approves payments processed by more junior financial processors or data entry personnel
• Accurately and effectively processes AP transactions (supplier, employee, and other) of a high dollar value a and/or more complex transactions
• Supports SLAs/ KPIs related to Procurement Services
• Performs high dollar value and complex AP activities as PO invoices, non-PO invoices, T&E Reimbursements and others as applicable
• Reviews financial transactions to verify accuracy and compliance (e.g. appropriate authorization, financial information, and supporting documentation are in compliance with UBC policies and Government regulations)
• Verifies banking requirements, foreign currency calculations, permit requirements, system applications and liability assessments
• Approves reimbursements and advances; Review authority limit and signature for high dollar value transactions
• Investigates, identifies and investigates discrepancies. May prepare, process the documents required and work with clients directly to resolve more complex discrepancies, as required. Has the ability to analyze and reconcile client project ledgers in order to resolve more complex issues related to commitments and/or payments.
• Performs complex reconciliation, validates and creates electronic files that are interfaced within UBC s financial system for customized and central programs administered within the Accounts Payable portfolio on behalf of the UBC campus community related to payment and expense allocation.
• Participates in regression testing for new and/or enhanced applications within UBC s financial systems
• Tracks and performs duties related to complex transactions related to web-based forms
• Ensures data integrity and quality of vendor information used in processing transactions
• Must collaborate and work in partnership with various UBC Departments to respond to queries and provide support faculty/admin units in the preparation of reimbursements, payments and, interpreting financial policies and procedures as relevant
• Trains new AP staff on work procedures, financial policies and procedures and vendor management processes. Provides guidance to peers to facilitate high quality, efficient and effective processing of invoices.
• Gathers information for KPI and dashboard reporting.
• Uses initiative, interpretation and investigation to identify potential and/or actual problems. Frequently resolves moderately complex problems, and occasionally resolves complex problems in specialized areas.

Consequence of Error/Judgement
The Senior AP Specialist plays an important role in the successful delivery of optimum payment tools for the University. Actions taken or ignored by the Senior AP Processor has a direct impact on how efficiently and effectively systems and processes will perform and function. Errors in execution, judgment, poor analysis, conveyance of misinformation, incomplete information to customers, or failure to act decisively could have a detrimental effect within the procurement and payment areas, and on the campus at large. Failure to uphold the University s Mission Statement and ethical principles could result in a loss of confidence in the Account Payable function within the UBC community.

Failure to provide accurate and proper guidance of financial policies and procedures to customers and to action payment requests in a timely manner could result in goods and services being withheld from the University, penalty fines and interest charges applied to the University, a damaged reputation for the department and the University losing funding from a variety of sources. The incumbent must be able to effectively respond in a professional manner to multiple and not always clear customer enquiries in a timely fashion, as well as to support in the planning and organization of diverse activities to ensure that the University s needs are satisfied and risks are mitigated. Quick but logical thinking must be exemplified

Supervision Received
Works under the direction of the Accounts Payable Services Team Lead

Supervision Given
The Senior Accounts Payable Specialist may provide training to new and existing staff on work procedures and processes and/or oversees the work of junior staff..

Preferred Qualifications
High School graduation. Certificate in Accounting or Payroll CPA Level 1 andHigh School graduation and 2 years post-secondary education in accounting and/or procurement.4 years related experience or the equivalent combination of education and experience.- Experience in general office and administrative experience with emphasis on customer service, procurement, customs and logistics

• Knowledge of operational and supply chain processes preferred
• Knowledge of Canadian tax laws is useful
• Working knowledge of Microsoft Office applications, familiarity with a computerized accounting and/or procurement systems (preferably with large ERP systems like Oracle or SAP) and general accounting and/or procurement practices
• Ability to provide professional quality service to customers in a courteous, patient manner
• Ability to maintain accuracy and timeliness in performance of duties and ability to work in multi-disciplined teams is also vital
• Ability to work proactively, independently, and can effectively prioritize and multi-task while working under pressure to meet deadlines
• Accuracy and attention to detail is essential. Effective, tactful, oral and written communication skills are critical.
• Demonstrated interpersonal, communication and organization skills are necessary to foster and maintain effective working relationships both internally and externally
• Emphasis on customer service experience and pursuit of customer service excellence is essential
• Proficient in data entry and can manage a high volume of work.