Financial Services Officer - Accounts Payable

CareerBeacon; Halifax; Hybrid; CAD 52,000 - 68,000; Full time

Job summary

NSCAD University is seeking a Financial Services Officer - Accounts Payable reporting to the Controller. You will process, balance, and pay invoices and manage purchase orders, cheques, and related accounting activities.

The role requires a Grade 12, a 1-year accounting diploma, and at least 3 years of related experience, plus strong organizational and communication skills to meet deadlines.

Qualifications

• Completion of Grade 12 and a one-year diploma in accounting with at least three years of related experience or equivalent education and experience.
• Proficiency in typing, business machines, and computer use is necessary.
• Accuracy, strict deadlines, and well-developed organizational and time management skills are required.

Responsibilities

• Process and audit accounts payable transactions ensuring approvals, documentation, tax treatment, and policy compliance.
• Manage AP subledger including vendor statements, cheque runs, and GL reconciliation.
• Administer the University's purchase order process including encumbrances and approvals.
• Monitor employee allowances, travel and cash advances, grants, and expenditures for compliance.
• Prepare monthly reconciliations and reports for GL accounts and expenditures.
• Prepare and submit HST returns and CRA remittances and process banking transactions.
• Maintain vendor, student, and employee financial data in Colleague and related systems.
• Maintain capital asset records and assist audits with required documentation.
• Coordinate banking and cash-handling activities and related documentation.
• Provide financial and purchasing support across the University and train users on processes.

Skills

Typing

Business machines

Computer literacy

Time management

Organizational skills

Interpersonal skills

Communication

Education

Grade 12

Accounting diploma (1-year)

Tools

Colleague

Job description

Reporting to the Controller, the Financial Services Officer - Accounts Payable is responsible for the processing, balancing and payment of all invoices and payments owed by NSCAD University. This position is a key component of our internal control structure. The FSO - AP issues weekly cheques, ensures that all purchase orders are up-to-date, posts all invoices and determines when to pay bills and whether or not spending is properly authorized.

Qualifications

Completion of Grade 12 and a one-year diploma in accounting combined with at least three (3) years of related experience or equivalent education and experience is required.

Proficiency in typing, business machines (fax, photocopiers, and calculator) and computer is necessary.

Accuracy and the ability to adhere to strict deadlines are required. Very good interpersonal skills, an ability to communicate effectively, and well developed organizational and time management skills are required.

The incumbent must be able to work with frequent interruptions and be capable of handling and maintaining concentration on several different duties at one time

Responsibilities

• Process and audit accounts payable transactions, including invoices, honorariums, travel claims, reimbursements, petty cash, and other payment requests, ensuring appropriate approvals, documentation, tax treatment, and compliance with University policies.
• Manage the Accounts Payable subledger, including vendor statement reconciliation, timely payment processing, cheque runs, outstanding cheque monitoring, and reconciliation of the subledger to the General Ledger.
• Administer the University's purchase order process, including PO encumbrances, approvals, receipts, outstanding and cancelled POs, troubleshooting, distribution, and follow-up with departments and purchasers.
• Monitor and administer employee allowances, travel and cash advances, grants, and other expenditures to ensure accurate tracking and compliance with University policies and collective agreements.
• Prepare monthly financial reconciliations and reports, including Facilities expenditures, petty cash, prepaid accounts, and other General Ledger accounts.
• Prepare and submit the University's monthly HST returns and CRA remittances, and process foreign exchange drafts, wire transfers, manual cheques, and other banking transactions.
• Maintain accurate vendor, student, and employee financial information within Colleague and related systems, including establishing and updating vendor accounts and banking-related information.
• Maintain capital asset records and supporting documentation, and provide financial records, reconciliations, trial balances, and other documentation required for internal and external audits.
• Coordinate banking and cash-handling activities, including deposits, money orders, petty cash, cheque distribution, and related documentation.
• Provide financial and purchasing support across the University, including training users on purchasing processes, resolving procurement and vendor issues, supporting customs clearances, reviewing telecommunications expenditures, and preparing ad hoc financial reports and projects.

Note: These are the primary duties of the position; duties related to this job may be assigned from time to time as may become necessary to the operation of NSCAD University. Changing circumstances for the university may require modifications to positions and position descriptions in the future.

All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents of Canada will be given priority in this search. NSCAD university encourages applications from Indigenous persons, racially visible persons, persons with a disability, women, and all candidates who would contribute to the diversity of our community.