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Job Details

Hiring Organization
Concordia University
Post Name Assistant, Accounts Payable, and Travel Desk
Qualification High School Diploma or GED
Industry Private
Employment Type Full Time
Work Hours 8 Hours
Salary CAD 28 To CAD 34 Per Hour
Location Montreal, Quebec, Canada H3G 1M8

Job Description

Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.
 
Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.
 
As a member of our community, you will have access to comprehensive benefits, a defined pension plan, and numerous on-site well-being facilities such as a state-of-the-art gym and health clinic as well as a variety of educational and cultural opportunities.

SCOPE

Reporting to the Manager, Accounts Payable, the incumbent processes invoices, payment requisitions, and expense reports in accordance with University policies.
 
The incumbent handles ad-hoc requests from the department Manager and Supervisor and serves as a backup for other Accounts Payable staff to ensure the efficient and effective functioning of the unit.

PRIMARY RESPONSIBILITIES

  • Administer and monitor vendor accounts to ensure adherence to Concordia Accounting and internal control practices and University policies. Ensure appropriate approval, follow-up, and processing of all related payments.
  • Verify for compliance and completeness, and data enter all supplier invoices and payment requisitions and address all exceptions related to AP, to ensure payments are issued on a timely basis as per vendor payment terms, department procedures, and deadlines.
  • Verify the accuracy of supplier invoices and communicate with suppliers to resolve any discrepancies. Ensure the validity of vendor credits and post them to the system accordingly. Act as liaison between departments, Procurement Services, and suppliers.
  • Follow up on unreconciled invoices on a timely basis in order to keep vendor accounts up to date.
  • Communicate with suppliers, faculty/staff, students, and guests regarding missing/incomplete information, approval, supporting documentation, PO change orders, or inconsistencies related to invoices, payment requisitions, and POs/BLS.
  • Provide information, guidance, and support to faculty and staff regarding the payment of supplier invoices.
  • Data entry of non-employee expense reports to ensure accurate processing of non-employee expenses as per University policies and ensure timely reimbursements.
  • Support Financial Services year-end procedures.
  • Review and validate all travel and other expenditures (out-of-pocket, Travel Card, and PCard) and ensure compliance with the University’s policies on Travel & Conferences, Hospitality & Events, Procurement, Research, and others. Provide guidance and support to Faculty and Staff on travel, procurement, research, and other relevant policies and procedures.
  • Review and validate tax codes and allocations for all expense claims. Make adjustments as required.
  • Interact with peers and various management levels to address any credit card or expense inquiries.
  • Provide guidance and support to faculty and staff in regard to the travel and expense management information system.
  • Provide support to the team members as required by the AP Manager.
  • Undertake other tasks related to the efficient and effective functioning of the Accounts Payable department as per the Supervisor and/or Manager.

REQUIREMENTS

  • Diploma of Collegial Studies (2 years pre-university DEC) in a field related to the primary responsibility of two to four years of experience carrying out accounts payable and purchasing procedures.
  • Demonstrated ability to work under pressure within tight deadlines and as part of a team.
  • Good knowledge (Level 4) of spoken and written English and French in order to respond to general inquiries from internal and external clients and write brief memorandums, notes, and emails to both University faculty/staff as well as external parties.
  • Good knowledge (Intermediate level) of Word (to create and format documents) and Excel (to input and analyze spreadsheet data).
  • Attentiveness to detail and accuracy in inputting numbers.
  • Excellent interpersonal and communication skills.
  • Excellent organizational and time management skills.
  • Experience and proficiency using SAP, Ariba, or other ERP systems are assets.
Due to the volume of applications, only selected candidates will be contacted by our Talent Team.
 
Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English.
 
Since this position supports the academic and administrative functions of the university, proficiency in English and French, as indicated, is required.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Territorial Acknowledgement

Concordia University is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today.
 
Tiohtiá:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples.
 
We respect the continued connections with the past, present, and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.

Employment Equity

Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff.
 
The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications.
 
As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees.
 
Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected but welcomed, included, and supported in their efforts to contribute to all areas of university life.

Accessibility

Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants.

Immigration Status

All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada’s reporting requirements, the University is obliged to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens.

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