Assistant Director, Accounts Payable (Financial Services)

Trent University is actively committed to creating a diverse and inclusive campus community and encourages applications from all qualified candidates. Trent University offers accommodation for applicants with disabilities in its recruitment processes. If you require accommodation during the recruitment process or require an accessible version of a document/publication, please contact humanresources@trentu.ca.

Job Purpose:

The Assistant Director, Accounts Payable is responsible for improving the efficient day-to-day operations of the Accounts Payable portfolio of Financial Services by providing exemplary customer service, coordinating, and allocating workload, ensuring, and identifying specified controls are exercised meeting expected deadlines, maintaining appropriate records and various reporting requirements.

Directs accounts payable team to interpret and ensure the University’s financial activity is properly documented, reviewed, and reported in compliance with the requirements of the Ministry of Colleges and Universities (MCU) and other funding agencies, Broader Public Sector Expense Directive, University policy, current legislation, and Canadian generally accepted accounting principles (GAAP).

Assists in preparation of the year-end audit, being responsible for the preparation of audit documentation pertaining to accounts payable. Works collaboratively with colleagues to provide a team approach in support of the regular reporting to departmental account managers.

Key Activities:

Accounting Operations

• Manages and ensures the effective, efficient, and timely processing of expense claims, supplier invoices, cheque requisitions and other non-salary related payment instructions within University policies, compliance with accounting controls and where applicable with those of external agencies, ensuring to avoid penalties. Including:
• Oversees weekly payment processing for multiple payment methods, including but not limited to EFT, wire payments, cheques, VISA and foreign currency, including audit of large dollar transactions.
• Oversees the stop payment process, including cancelling and reissuing of cheques.
• Follows up with vendors where outstanding payment of invoices cannot be resolved by A/P staff.
• Reviewing and validating vendor banking details to accommodate EFT payments.
• Supports the University’s corporate credit card program; monitors cardholder account reconciliations and account activity including suspending or cancelling cardholder privileges.
• Contributes to cash flow management and projections of foreign currency transactions.
• Promotes and enforces applicable University policy and procedures (i.e. Travel and Business Expense Policy)
• Identifies and mitigates risk, contributing to development of internal controls and related policies.

Stakeholder Relations

• Acts as an expert resource for faculty, staff and colleagues providing advice, information and training around external legislation and internal policies and their effect on the allowable expenditures and processing of expense claims, invoices, or other payment instructions.
• Effectively manage and maintain relations and communications with outside agencies and vendors.
• Participates in working groups and committees.
• Year-end Reporting
• Supports the interim and year-end audit of the consolidated financial statements of the University. Works collaboratively with financial services staff and the external auditors regarding preparation of supporting documents, responding to audit queries, and preparing account reconciliations and variance analysis as requested related to accounts payable.
• Prepare process and procedure narratives.

Electronic Systems and Processing

• Effectively managing and implementing the components of the University’s centralized payment and reporting processes with ongoing evaluation to recommend improvements including system changes and development of forms, processes, and procedures.
• Working closely with the Financial Systems Analyst, effectively manages and maintains electronic employee reimbursement system with ongoing maintenance and training as required.
• Manages user access and security of on-line banking platform for daily operations.
• Maintains oversight and coordination of critical electronic file transmissions for payment transactions to ensure successful delivery.
• Recommends changes and updates to the Accounts Payable related section of the Financial Services website.
• Implements new processes and requirements (i.e. HST changes, new electronic interfaces) as an ongoing task and the Assistant Director will be the functional lead on testing, training, and promoting new systems functionality.
• Contributes to operational planning and projects; seeks improvement opportunities in service delivery through research, evaluation, and recommendations for policy development.
• Identifies operational risks, conducts service reviews, and initiates action planning.
• Ensures optimization of information systems and data management processes related to accounts payable.

Supervision, Training and Mentoring

• Manages and mentors direct reports, providing guidance, training, and assistance where necessary. Promotes effective employee relations and encourages service excellence and productivity.
• Organizes and assigns regular duties and special projects, assists in the timely completion of job activities, and oversees the daily activity of the team.
• Ensures work quality of staff.
• Leads recruitment, staff actions and performance management.
• Provides guidance and advice on escalated and challenging issues.
• Provides functional support on systems and promotes technology updates and changes.

Education Required:

Honour’s University degree in Finance, Business, Accounting, Economics, or a related field.

CPA designation preferred.

Experience/Qualifications Required:

• Minimum of five (5) years of recent, relevant financial and accounting experience, preferably within a university environment including audit experience.
• Three (3) years of leadership or supervision experience, including oversight of accounts payable staff in a unionized environment preferred.
• Experience using decentralized computerized financial systems (preferably Colleague) integrated with third party vendors (i.e. expense management tools).
• Sound working knowledge of the application of Harmonized Sales Taxes in Canada.
• Proficient in MS Office suite of products, with advanced Excel financial and statistical functions.
• Exceptional time management and organizational skills; able to prioritize multiple, conflicting deadlines and attention to detail.
• Self-motivated, able to work independently or with a team.
• Effective verbal and written communication skills; commitment to customer service and building relationships with diverse stakeholders.
• Strong analytical skills.