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Accounts Payable & Inventory Assistant

Department: UW Food Services Effective Date:

March 2012


USG 4/5

Reports to: Financial Co-ordinator

General Accountability

Reporting to the Financial Co-ordinator, this position is primarily responsible for data entry of food invoices in an Inventory Management Program, processing all other payable invoices, entering and managing the inventory database.

Nature and Scope

UW Food Services has two main goals: To be an ‘employer of choice’ and to be the ‘first to mind destination for food’ on campus.  In considering these two goals, it is absolutely vital that the incumbent work with a high degree of professionalism and courtesy when dealing with people and with a high degree of accuracy when entering all information and processing all documentation. The department relies highly on the accuracy of sales, food costs and labour costs to operate our units and plan each budget year accordingly.


A great degree of maturity, judgement, patience and confidentiality is required.  Familiarity with University policies and procedures and of the department is essential to providing effective service.


In addition to being primarily responsible for entering all purchases into the Inventory Management Program and processing of the Accounts Payable invoices the incumbent will work closely with the Financial Co-ordinator, in order to manage the department inventory. The incumbent will also be trained in key aspects of duties of the Financial Co-ordinator to provide support as necessary.


Statistical Data

UW Food Services operates 20 outlets across campus and co-ordinates all administrative tasks through a centralized office. The Departments budget is estimated at $18,000,000.00.  The two major expenses are food cost, $6,700,000.00 and wage and benefits cost, $7,800,000.00.  UW Food Services employs 99 full-time hourly paid staff, 37 full-time salaried staff and approximately 350+ part-time hourly paid and full-time temporary staff.

The Administrative office maintains a vendor product database of 4600+ items and enters food purchases plus expenses for a total annually of $7,500,000.00. 

Specific Accountabilities





Accounts payable









College diploma or equivalent experience in office and administrative environment


Knowledge of general accounting, accounts payable, purchasing and inventory principles


The incumbent will be detail oriented, have the ability to take initiative, the ability to work independently and work well with others.


Excellent communication, organizational and interpersonal skills


The incumbent will possess maturity, patience and good judgement in order to respond to the requests and questions from other department staff, University departments and external vendors


The incumbent will be proficient in the operation of a PC


The incumbent will be proficient in Windows, Microsoft Excel, Outlook, the Internet and Email


The incumbent will require working knowledge of Microsoft Word


The ability to be flexible and adapt to new technologies and software as required


Prior experience in a food service or hospitality environment an asset








Working Conditions