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ACCOUNTS PAYABLE
GRANTS, CONTRACTS AND OTHER EXPENDITURES

FUNCTION DESCRIPTION

The purpose of this function is to process and approve for payment grant, contract and other expenditure transactions.

Typical activities include:

Accounts Payable Services - processing vendor invoices, customer refunds, employee expenses, grant and contract payments; including verification for accuracy of transactions and compliance with legislation and policies, data entry in financial system and vendor inquiries.

Procurement Card Administration - coordinate the administration of procurement cards; including issuing, canceling and replacing cards, applying government and department policies; train staff on usage and reconciliation.

Payment Services - maintain record of returned cheques and ultimate distribution, take action to stop payments and replace cheques.

Reconciliation - processing of adjusting entries, reconciliation of subsidiary ledgers, reconciliation of legacy systems to government financial system and preparation of accounts payable related working papers.

Authorization - authorize expenditures in accordance with legislation, policies and program delivery.

POSITIONS

Senior Manager	Typically heads up a Finance Branch consisting of accounts payable, accounts receivable and financial reporting.
Manager	Professional accounting work of a complex nature. Typically heads up a large accounts payable area, or a medium accounts payable and accounts receivable area. Designated as an Accounting Officer.
Finance Level 1 - 4	Professional accounting work of limited to moderate complexity. Typically involved in monitoring and interpretation of financial information. Position classification depends on complexity of expense types, size of the operation and variety of financial transactions. Position also responsible for reconciliation of accounts of a less routine nature. Position may head up a small to medium size accounts payable unit. Position may be designated as an Accounting Officer.
Administration 1	Typically heads up an accounts payable team. supervisory responsibilities assigned to this position. Must have a complete and thorough knowledge of government policies, practices and procedures related to accounts payable. Position responsible for reconciliation of accounts of a more routine nature. Also, typically handles more complex expense types or more diversified expenditures.
Admin. Support 6	Typically handles more complex expense types, such as large grant programs, contracts, procurement card administration and more diversified expenditure types. Knowledgeable about applicable legislation, regulations, policies and procedures. Liaises with vendors and suppliers to resolve problems. Supervises employees performing similar duties, but not as complex.
Admin. Support 5 Admin. Support 4	Responsible for more complex expense types, such as grants, contracts, and employee expenses. Knowledgeable about applicable legislation, regulations, policies and procedures. Liaises with vendors, suppliers and employees to resolve problems.
Admin. Support 3 Admin. Support 2	Responsible for less complex and routine type expenses. Data entry of accounts payable transactions into Government Financial system. Distributes returned cheques in accordance with departmental procedures.

CLIENTS/STAKEHOLDERS

Internal Stakeholders:

Management
Expenditure officers
Department employees
ACSC
Other government departments

External Stakeholders:

Vendors
Customers
Board Members
ACSC
IBM (PSC).

EXPERTISE REQUIRED

Manager/Senior Manager:

Accounting designation, or Commerce or Business degree supplemented by experience related to the position assigned.
Strong technical knowledge of policies and legislation.
Strong understanding of organizational programs and issues and can provide advice and direction on financial issues.
Strategic thinker that aligns actions with the organizational goals and strategies. Makes decisions, sets priorities and develops goals on the basis of future impact on organization.
Strong, effective communicator and can foster effective communication with others.
Good team work and collaborative skills. Able to facilitate and influence positive outcomes to meet organizational goals.
Possesses strong leadership and coaching skills that can positively influence and develop people.
Program planning skills with innovative solutions to develop win/win relationships with clients, stakeholders and organization.
Able to optimize resources to achieve required results for the success of the organization.

Finance Level 1 - 4:

Formal accounting training supplemented by experience related to the position assigned.
Ability to interpret and apply accounting principles and practices. As well as a thorough knowledge of government financial policies and regulations and specific department related legislation.
Ability to design and utilize computer based spreadsheets and manipulate data.
Strong analytical skills are essential.
Thorough knowledge of manual and automated accounting systems, i.e. IMAGIS financial system.
Effective communication skills, oral and written.
Client focused. Meets long-term client needs and can anticipate and develop plans to meet future needs of existing and potential clients.
Team worker that can positively influence the way the team works together.
Possesses strong leadership skills that can positively influence and develop people.
Innovative, looks for ways to continually improve delivery of accounts payable services and streamline processes.
Demonstrates good judgement by making decisions and taking actions that are beneficial to the organization, team or client.
Effectively manages resources to achieve organizational goals.

Administration 1:

Thorough knowledge of manual and automated accounting systems, i.e. IMAGIS financial system.
Ability to design and utilize computer based spreadsheets and manipulate data.
Must have a complete and thorough knowledge of legislation, policies and procedures related to financial control. Must be able to interpret and apply government financial policies.
Effective communication skills, oral and written.
Strong administrative and organizational skills.
Strong supervisory skills, can make operational decisions as required in the day to day supervision of support staff and performance of their duties.
Client focused. Meets client needs and can anticipate future needs of existing and potential clients.
Team worker that can positively influence the way the team works together.
Demonstrates good judgement by making decisions and taking actions that are beneficial to the organization, team or client.
Effectively manages resources to achieve organizational goals.

Administrative Support 6:

Thorough knowledge of manual and automated accounting systems, i.e. IMAGIS financial system.
Must have a strong understanding of policies and procedures related to financial control. Must be able to interpret and apply government financial policies.
Effective communication skills, oral and written.
Good supervisory skills, can make operational decisions as required in the day to day supervision of support staff and performance of their duties.
Client focused aims to meet client needs and develop an effective working relationship built on trust.
Supports the organization to achieve its objectives by setting priorities to meet the organizations needs and goals.
Team worker that contributes positively by listening and accepting others' points of view and maintains a positive outlook for the team and the organization.

Administrative Support 4 and 5:

Good working knowledge of manual and automated accounting systems, i.e. IMAGIS financial system.
Must have considerable knowledge of applicable legislation, regulations and policies/procedures.
Able to handle day to day problems and make recommendations to supervisors for procedural changes.
Effective communication skills, oral and written.
Client focused, aims to meet client needs and develop an effective working relationship built on trust.
Supports the organization by setting priorities to meet the organizational needs and goals.
Contributes positively to achieve the organization's desired results by sharing information and workload with others and maintaining a positive outlook for the team and the organization.

Administrative Support 2 and 3:

Working knowledge of manual and automated accounting systems, i.e. IMAGIS financial system.
Full working knowledge of general office procedures, applicable legislation, regulations and policies/procedures.
Able to handle day to day routine workload that requires limited judgement.
Able to respond to specific clients needs based on established criteria.
Able to effectively communicate with team and clients.
Supports the organization by setting priorities to meet the organizational needs and goals.
Contributes positively to achieve the organization's desired results by sharing information and workload with others and maintaining a positive outlook for the team and the organization.

UNIQUE FEATURES

Must have a strong knowledge of applicable legislation, regulations and policies/procedures.
Strong knowledge of manual and automated accounting systems, especially the IMAGIS accounts payable and general ledger modules.
Must be client focused as accounts payable staff deal with outside vendors, department employees, expenditure officers, and management.


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FUNCTION DESCRIPTION
POSITIONS
CLIENTS/ STAKEHOLDERS
EXPERTISE REQUIRED
UNIQUE FEATURES

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