Procure to Pay Officer (19-month term contact, starting October 15, 2019)
Under the direct supervision of the Director of Finance, the Procure to Pay Officer has primary responsibility for all accounts payable and general disbursements of the university including the procurement function and other duties with respect to general accounting. They are also responsible for coordinating the university’s risk management program and administration of research grants related to the Social Sciences and Humanities Research Council (SSHRC).
The Procure to Pay Officer is responsible for the following:
- Processing all purchase requisitions, purchase orders and invoices
- Developing and issuing requests for proposals (RFPs) in accordance with Provincial/Federal purchasing legislation and evaluating proposals for university services in conjuction with applicable departments/committees
- Ensuring university purchases are compliant with internal policies as well as Provincial/Federal purchasing legislation
- Supporting the Department of Facilities Management with respect to construction RFPs through consultation of government and internal polcies as well as posting the tender and award
- Responding to vendor inquiries
- Reconciling supplier statements
- Processing biweekly system cheques/electronic funds transfers (EFTs), biweekly manual cheques and biweekly employee reimbursements
- Reconciling various accounts payable clearing accounts on a monthly basis
- Recieving and processing electronic purchase requisitions and issuing resulting electronic purchase orders to vendors and departments.
- Processing monthly online utility payments and government remittances
- Ordering computers and mobile phones for employees and maintaining mobile phone listing
- Maintaining record of univeristy purchasing cards, ordering/cancelling cards, adjusting limits, etc. as required
- Reconciling monthly purchasing card and travel expense reports and uploading into the financial system
- Processing monthly journal entries and reclassifications as required
- Maintainimg current students’ union, day-student-society and residence student society payment schedules.
- Distributing monthly financial spending reports to departmental budget managers
- Maintaining up-to-date detail of insurance policies, completing renewal information, submitting insurable values report to CURIE with assistance of the Director of Facilities-Management and the Librarian. Liaising with insurance companies regarding claims, training employees for best use of policies, collecting and maintaining insurance waiver files. Issuing certificates of insurance to external parties and tracking insurance certificates for vendors operating on campus.
- Responsible for accounts payable filing and maintaining an orderly archival system
- As research grants administrator for Social Sciences and Humanities Research Council (SSHRC) grants, duties include:
- Processing of all payments related to grant expenses; maintaining reporting records from funded universities; reconciling funds at year-end and producing up-to-date statements as required
- Completing SSHRC forms and reconciling SSHRC funds; electronic review of Indirect Cost Grant and filing Statement of Account for funds awarded to faculty members
- Backup for the bi-weekly student/casual payroll function
- Backup for the Student Accounts Officer
- Managing and administering Interuniversity Services Inc. (ISI) contracts, internal and external contracts
- Attend bi-annual ISI Supply Management Committee (SMC) meetings
- Completing Non-Resident Withholding Tax payments throughout the year, maintaining records of Non-Resident Payments to assist Payroll department with annual tax filings
- Maintaining vendor electronic funds transfer (EFT) information for direct deposit payments
- Assisting with T4A submissions at calendar year-end
- Fiscal year-end financial audit preparations including accounts payable accrual listing, year-end departmental reports and SSHRC reports, etc.
- Other duties as assigned from time to time by the Bursar or Director of Finance
- When requested by external parties (i.e., insurance company, Dalhousie) act as a liaison to deliver student enrolment data from King’s Registrar’s Office.
- Training new university employees on accounts payable requirements such as purchasing card process, travel, payment methods and schedules, policies, etc.
The above accountabilities are not intended to be an all-inclusive list of the duties and responsibilities of the position described.
The successful candidate will have
- An undergraduate degree in business administration or commerce (with a concentration in accounting or finance) is preferred; however, an equivalent combination of education and experience will be considered.
- 3-5 years’ experience in accounts payable processing (preferably with private sector employers or larger public sector employers)
- Experience in procurement is considered a definite asset (preferably public procurement)
- Excellent customer service/customer relations skills
- Above average communication and organizational skills
- Experience in office administration and client support
- Self-starter, ability to work well unsupervised
- Proficiency in Microsoft Office
Sunday September 22, 2019 at 11:59pm AST
$45,142 to $54,386 (plus group benefits)