Responsibilities as an Accounts Payable Supervisor:
- Manages the Accounts Payable Unit through the efficient payment of all supplier accounts and by ensuring the following tasks.
o Supervising and training Accounts Payable staff in the performance of standards and routine accounting, cash control, special assignments, and other related duties. May delegate daily work assignments based on own knowledge of department priorities.
o Directing and/or assisting in the performance of tasks when required.
o Reviewing work productivity of Accounts Payable Unit to ensure accuracy and completeness.
o Providing technical assistance and training to Accounts Payable staff.
o Maintaining a current listing of the Accounts Payable Department job functions and staff assigned to each duty.
o Conducting the annual performance appraisal of all Accounts Payable staff.
o Using tact and diplomacy when performing all duties.
- Computing and analyzing financial data to maintain accurate records of expenditures through Accounts Payable, as follows:
o Ensuring correct processing and timely payment of invoices in conjunction with other Accounts Payable staff.
o Ensuring expenditures through Accounts Payable are reasonable by referring any questions to the CFO for budget explanation of any questionable items before posting.
o Balancing and reconciling accounts on a monthly basis and adjusting and correcting opening and closing entries including Accounts Payable monthly and year-end accruals.
o Preparing, processing and/or follow up of supporting documentation for Invoices/Credits.
o Reviewing invoices from suppliers to ensure validity and accuracy of amounts, payees, and other details.
o Reviewing supporting documents for liquidations of employee business advances.
o Ensuring that correct GL accounts are used in the check/AP vouchers.
o Ensuring that check details are correct and printed checks are in order, compliant to BSP guidelines on check details.
o Ensuring all Accounts Payable cheques are printed on a timely basis using cash availability or cash balance as a prerequisite.
o Ensuring all EFT's are processed properly and deposited by the scheduled date.
o Ensuring all approvals are received for each payment vouchers and cheque prepared.
o Setting-up of new vendors, as required, in the NetSuite system.
o Importing all Accounts Payable Upload files, prepared by both the Supervisor and clerks, ensuring accuracy.
o Entering all disbursement vouchers and other miscellaneous payments in NetSuite. o Reversing or voiding entries as necessary, pertaining to cheques being reversed or voided in NetSuite. Posting corrections as needed.
o Processing general ledger account adjustments as required for Accounts Payable, such as re-allocating invoices to correct accounts.
o Preparing analysis of accounts as required.
o Preparing Accounts Payable accruals at month end and ensuring all other accruals are complete.
o Answering queries from all vendors regarding problems with invoices or payment of them. Directing all calls from vendors to appropriate party to solve problems as they arise. Corresponding with vendors regarding problems with invoices, as required.
o Ensuring supplier statements are reconciled to invoices on a timely basis.
o Ensuring current and previous years Accounts Payable files are in a neat and tidy order and are stored/filed properly. All payment vouchers, supplier invoices and billings, and other supporting documents are fully stamped PAID before storing/filing.
o Managing vendor master data in NetSuite, by ensuring no duplicate entries, and all required vendor data are encoded.
o Setting work schedules for Accounts Payable staff.
o Preparing reports and performs other duties for the Finance Department as requested.
o Assisting external auditors when Accounts Payable information is required during audits.
o Meeting deadlines, as required.
o Backfilling for other Accounts Payable staff, as required.
o Compiles and verifies data for periodic financial and administrative reports, such as:
> Preparing various monthly, quarterly, and annual fiscal reports as they relate to the Accounts Payable Department. This includes an annual report of employee/board member expenses.
o Preparing month-end Accounts Payable trial balance and reviewing any payments past due.
o Performs other related duties as required
Job Type: Full-time
Benefits:
Paid training
Schedule: Monday to Friday
Supplemental Pay:
* Overtime pay
