Accounts Payable Project Lead

Job Responsibility:

Requisition ID: 41563

Organization

Located on the traditional, ancestral and unceded lands of the x?m?thk??y??m (Musqueam), S?wx?wú7mesh (Squamish), and s?lilw?ta? (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world's most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose and Function

The Accounts Payable Supervisor is responsible for leadership and the day-to-day operations of the Accounts Payable Shared Services (APSS) Center. The position plays a key role in the City's Finance Shared Services and works with the Manager, Accounting Operations to develop, implement and improve policies and procedures to effectively manage the City's invoice payment processes. This position is a key component of the Procure-to-Pay process ensuring that all of the City's non-labour expenditures are efficiently handled, properly recorded and accounted to facilitate timely monthly reporting.

Key Contacts and Reporting Relationships

This position reports to the Manager, Accounts Payable & Indirect Taxes and supervises up to nine staff and is a key link to Supply Chain Shared Services (SCSS) in establishing efficient, seamless end-to-end Procure to Pay processes. The position works closely with SCSS and the City's suppliers to optimize vendor relations. Key contacts also include various management and clerical staff in Business units to resolve issues relating to invoice payment and expense reimbursement and related processes.

Specific Duties/Responsibilities

• Manages the APSS Centre activities and up to nine staff to ensure efficient, timely and accurate invoice and expense reimbursement processing, accounting and reporting.
• Establishes and documents all APSS procedures, manuals, business process workflows. Recommends and implements changes to improve efficiency.
• Establishes high level of customer service by developing and maintaining Service Level agreements with SCSS and all business units to ensure efficient and seamless process for payment processing, issue resolution. Monitors service levels and implements improvements.
• Oversees the administration and support of the City's purchasing card program, which includes the management of card distribution, ensuring that cardholders uses the purchasing cards in accordance with City's guidelines and timely reporting of spending and KPIs.
• Identifies and maintains Key Performance Indicators and statistics and initiates changes to get optimum performance.
• Develops and reviews processes to ensure expenditures complies with various City policies including Travel and Training, Purchase cards, Purchasing guidelines and Honorariums.
• Develops city-wide administrative policies for travel, expenses, reimbursement, P-Card administration, Petty Cash and Financial Spend Policies. Audits and monitors compliance to these policies.
• Monitors the City spending, prepare reports on, and follow up on policy exceptions that potentially contravenes City's policies.
• Liaises with IT on the planning, development and implementation of system processes. Identifies enhancements to SAP AP modules to improve service levels. Responsible for and coordinates end user testing of software and configuration changes and upgrades.
• Participates and leads when required, in the evaluation of possible solutions and implementation of initiatives that impacts the APPS center and Procure-to-Pay's related processes.
• Responsible for developing and maintaining reliable interfaces to SAP for vendor data uploads (e.g. Purchase card, consolidated utilities bills).
• Develops schedules of key payment runs including cheques, employee reimbursements, electronic funds transfers etc. Liaises with Treasury Services to support Cash flow monitoring.
• Establishes key dates for month end and yearend cut-off to ensure timely reporting of expenditures.
• Reviews, approves and ensures all Accounts Payable related General Ledger (including tax) accounts are reconciled monthly and at yearend.
• Develops procedures to ensure proper tax coding and application for federal and provincial taxes such as the Goods and Services Tax, Provincial Sales Tax and Non-Resident Tax.
• Partners with SCSS management and works with vendors, in particular key high volume vendors, to develop most optimal process.
• Prepares and reviews year-end working papers, analyzes general ledger accounts and identify variances. Liaises with external and tax auditors.
• Provides staff training, scheduling, and work assignment.
• Performs internal controls to mitigate any risk(s) in the payment processes
• Leads in the hiring of accounts payable staff and the development of related performance plans.
• Responsible for reconciling key vendor accounts to ensure financial statements are properly stated
• Supports Manager of Accounts Payable & Indirect Taxes in yearend reports including Council expenses, Statement of Financial Information and Freedom of Information requests.
• Keeps current on all relevant purchasing, accounting, finance policy and procedures.
Other duties/responsibilities as assigned.

Minimum Qualification Requirements

Education and Experience:

• Post-secondary degree in business, commerce or accounting or completion of the Certified Professional Accounting Designation (CPA) recognized in Canada and a member in good standing plus considerable supervisory experience in accounting with a mid to large size company preferably in a union environment.
• Experience working with SAP or a similar complex ERP system

Knowledge, Skills and Abilities:

• Considerable knowledge of municipal accounting practices, functions and procedures as they relate to the work performed.
• Considerable knowledge of Accounts Payable processes.
• Good knowledge of legislation (Financial Information Act), policies, guidelines and procedures.
• Considerable knowledge of the application of the Goods and Services Tax, Provincial Sales Tax and Non-Resident Tax on purchases of goods and services.
• Strong oral and written communication skills.
• Strong organizational skills with attention to detail and ability to multi-task and meet deadlines.
• Strong supervisory skills along with ability to motivate staff.

Strong interpersonal skills coupled with a demonstrated customer service focus.

• Ability to analyze and design business processes.

Proficiency with applicable applications, including Microsoft Office (Excel, PowerPoint and Word).

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 - 4 days a week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: Finance, Risk & Supply Chain Management (1150)

Affiliation: CUPE 15 Non Pks

Employment Type: Temporary Full Time

Position Start Date: July/August 2024

Position End Date: 04/30/2025

Salary Information: Pay Grade GR-026: $45.62 to $53.91 per hour

Application Close: June 5, 2024

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.

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