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Accounts Payable Coordinator (9 months)

Date: May 10, 2014
Reports to (Job Title): Financial Officer, Retail Services & Watcard
Jobs Reporting (Job Titles): None
Department: Retail Services


Main Campus


35 hr/wk

Primary Purpose

The Accounts Payable Coordinator is accountable to the Financial Officer, Retail Services for processing all invoices, credits, and investigating any outstanding vendor balances.       

Key Accountabilities:

1. Accounts Payable transactions – this position is accountable for processing all invoices and credits, ensuring the proper authorization is in place and appropriate backup is provided.  Follows up with internal Retail Services managers as needed if either is not provided, and defers to the Financial Officer as needed.  Analyze and calculate prices, taxes, and discounts on goods received from vendors.  Keep up to date on all University AP policies as applicable.   

2.  Reconciling vendor statements – resolve any discrepancies on vendor statements through analyzing backup and corresponding with vendors, buyers, and receiving personnel in order to resolve differences. 

3.  Accounting reporting – read accounting reports prepared by finance including, but not limited to, annual credit reports to resolve any outstanding AP items.  Create reports for analysis and trending of expenditures as requested by Financial Officer or other managers within Retail Services.  Reconciles invoices where required to internal reporting.

4.  Records managements – this position sets up and maintains a filing system for all AP records, both electronic and hard copy and according to University and Retail Services financial policies.

5.  Accounting support – as an integral part of the Accounting team, the incumbent will need to assist in other areas including cash reconciliations, inventory procedures, providing audit support, and provide general administrative support where required.


Position Requirements


Post secondary courses in Accounting


At least 2 years relevant experience.


MS Word Excel PowerPoint Other
Intermediate Intermediate Beginner

Computerized Accounts Payable module (within a retail environment preferred).


Nature and Scope

Interpersonal Skills:

Internally, this position interacts with staff representatives and managers within Retail Services as well as the University’s central finance team to obtain, clarify, and discuss information.  Externally, this position interacts with various vendors in order to also obtain, clarify, or discuss information.

Level of Responsibility:

This position is responsible for the accurate and timely payment of all Retail Services invoices taking into account all outstanding credits and resolving any vendor differences when reconciling statements.  There is no direct supervision of others, the job has defined specialized or routine tasks and receives specific guidance

Decision-Making Authority:

The Accounts Payable Coordinator is expected to work independently to process transactions, respond to internal questions and vendor requests.  In complex or unusual situations, issues may need to be elevated to the Financial Officer.

Physical and Sensory Demands:

This position requires extertion of physical or sensory effort resulting in slight fatigue, strain, or risk of injury. 

Working Environment:

This position works in a typical office environment.  There may be unusual hours or schedules and varying volumes of work at different times of the year.