Accounts Payable Administrator

Job Description

This is a 6 month term position.

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.

We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nations – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place.

The Opportunity

The Accounts Payable Administrator (APA) is responsible for the accurate and timely processing of all invoices, payment requests, and travel/expense claims. This includes the accurate input, coding, approval, verification, and final payment of all Accounts Payable documents.

The APA is constantly in contact with both internal and external customers of Banff Centre. There must be effective communication established between the APA and the other areas of Banff Centre.

Roles and Responsibilities

Reporting to Manager, Accounting and Financial Reporting, below are some key accountabilities:

– Process payment requisitions ensuring proper approvals have been received, relevant supporting documentation is attached, the vendor or employee number is valid, and the address is correct.
– Review the contents of invoices, match to the correct purchase orders, and liaise with the requester, buyer, and/or Procurement personnel regarding changes to be made to purchase orders or credit notes to be requested from vendors.
– Process all internal travel/expense claims accurately and on a timely basis.
– Process review statements from vendors and compare them with entries on the database system. Request copies of any missing invoices or credit notes.
– Ensure the receiving status of purchase orders is complete prior to payment.
– Liaise with department personnel regarding outstanding and overspent purchase orders and investigate overspends as required.
– Match all shipping documents to freight invoices, review charges, research and contact departments regarding un-coded invoices.
– Prepare and complete the weekly Accounts Payable cheque run. Compare and attach the cheque copy to the supporting documentation, verifying that all invoices and payment requests have been input correctly. Ensure that the proper procedures for signing cheques are followed as per the policies and procedures manual.
– Verify the clearance or non-clearance of cheques, request stop payments, request cancellation of lost cheques and reissue cheques as required.
– Maintain the Accounts Payable filing system and ensure that all documentation is correctly filed in a timely manner.
– Reconcile statements and ensure invoices are requested if a statement shows amounts outstanding.
– Reconcile the accounts payable vendor balance confirmations.
– Additional associated duties as assigned.