Accounts Payable Administrator at Banff Centre for Arts and Creativity

Accounts Payable Administrator

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 Assistant Director, 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.
• Prepare and complete the weekly EFT run. Ensure all appropriate documentation for EFTs such as required banking support for audit support and for anti-fraud measures.
• 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.

Qualifications and Educational Requirements

• Completion of bachelor's degree required
• Minimum 5 years accounts payable experience gained while working in a professional office environment
• Trustworthy person who displays good judgment
• Able to prioritize many assignments and duties
• Able to work with minimal supervision
• Confident dealing with all internal and external customers of Banff Centre
• Capable of working in a team environment.
• Comfortable with, and have a good working knowledge of computers, especially Microsoft Office applications.

Employment Terms and Benefits

• In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500 hour probationary period.
• This position pays $24.53 to $25.75 per hour working up to 35 hours per week on a regular schedule.
• Benefits of working at Banff Centre are:
  • Employee Assistance Program
  • Professional Development
  • Staff cafeteria and restaurant discounts
  • Onsite fitness facility at a discounted rate – first month free for new staff!

Application Process

• We are accepting applications for the Accounts Payable Administrator position until a suitable candidate has been found.
• Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.
• Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.

Commitment to Diversity

Banff Centre for Arts and Creativity is committed to creating an equitable, diverse, and inclusive campus for students, faculty, staff and visitors. Guided by our values, Banff Centre is rooted in Alberta with provincial, national and global impact. Our strength arises from inclusion; the diversity of people, ideas, perspectives, and cultural backgrounds in our work and team. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression to apply.

Privacy Statement

Banff Centre is a public body pursuant to the Protection of Privacy Act (Alberta) (“POPA”) and the Access to Information Act (“ATIA”). All of your personal information collected by Banff Centre, including personal information collected through third-party contractors or platforms, in relation to the creation of your candidate profile and submission of a job application, is collected pursuant to section 4(c) of POPA for the purpose of administering your candidate profile, evaluating your eligibility for a position(s) at Banff Centre, and communicating with you about your application. Your personal information may be disclosed, as required, pursuant to ATIA or other applicable law, to satisfy reporting requirements, or for statistical, funding, planning or research purposes.

If you have any questions about the collection, use or protection of this information, please contact the Privacy Coordinator at [email protected], 107 Tunnel Mountain Drive, Box 1200, Banff Alberta, T1L 1H5, 403.762.6100.