Payables Specialist 1

Mission

The Calgary Board of Education (CBE) is the largest school board in western Canada with over 144,000 students and 16,000 employees. Our mission: Each student, in keeping with their individual abilities and gifts, will complete high school with a foundation of learning necessary to thrive in life, work and continued learning. We pride ourselves in the values we hold. Students come first.

Learning is our central purpose. Public education serves the common good. The CBE encourages an inclusive and equitable workplace, which supports our diverse student and employee community. We encourage all applicants to join our dynamic, diverse, and collaborative culture and welcome applications from all qualified individuals.

When you apply to the CBE, you can feel good about serving our future leaders and contributing to student success.

Support Staff Temporary Roster

CBE Human Resources manages a roster of contingent casual on-call workers who are engaged to temporarily replace staff absences and to work on short-term projects. Work assignments may be scheduled in advance or the morning of the assignment. Roster staff enjoys the flexibility of working in our service units full-time or part-time with a minimum commitment of two days availability per week.

If you are looking to work casually or if you would like to gain experience to move into a regular position, the Support Staff Temporary Roster maybe the opportunity you are looking for.

We are looking for reliable, self-motivated people to join our temporary roster team as on-call Payables Specialist 1 to process requests for all non-salary payments for goods and services to suppliers and to employees of the Calgary Board of Education (CBE).

We are looking for committed people who have a two year diploma with a concentration in Accounting or Finance and a minimum of two (2) years progressively more responsible related experience in a Finance or Accounting environment.

By joining the CBE as a temporary Payables Specialist 1 you will enjoy:

A great work environment with an organization that makes a difference in the lives of students every day;

• A great work environment with an organization that makes a difference in the lives of students every day;
• $29.31 (Grade E) per hour to start plus 6% vacation pay;
• Opportunities to advance your career.

Position Description

Purpose

The purpose of this job is to process requests for all non-salary payments for goods and services to suppliers and to employees of the Calgary Board of Education (CBE).

Accountability

This job is accountable for verifying all non-salary requests for payment (invoices) from suppliers and to employees of the Calgary Board of Education and for the accurate and timely data entry of these requests into the ORACLE Financial System to avoid non-payment and late penalties.

Major Responsibilities

• Ensures all invoices are entered accurately and on time in the ERP system.
• Forwards a copy of the invoice to the appropriate school/service unit.
• Process invoices by matching PO or by Alias.
• Ensures compliance with AR 7001 and checks for approval based on the CBE Expenditure Authority Matrix.
• Ensures there in no over/under payment of invoices and that payment is released within the mandated time period.
• Follows up with vendor/supplier if the invoice is missing information.
• Determines if vendor/supplier information needs to be updated and follows up with Procurement to ensure it is entered/updated correctly.
• Ensures that goods are received, PO has appropriate balance for payment, and all holds are released so payment can be processed.
• Performs daily peer review of invoices from other Payable Specialists. In case of errors, follows up and ensures it is corrected.
• Participates in opening mail and distribution of invoices on a daily basis.
• Identifies, reports and obtains written approvals from Procurement in case of discrepancy between invoice and PO.
• Works with vendors to transition them from invoices to spreadsheet uploads through Excel. The spreadsheets are then compiled, analyzed, checked for accuracy before being uploaded into ERP system.
• Verifies and enters credit invoices, credit memos and debit memos as needed.
• Communicates with supplier representatives in regards to payment inquiry and invoice approvals.
• Processes all reimbursement for school forms (O15 and O18) with the help of School Financial Management and QuickBooks team.
• Reconciles supplier’s statements of accounts as needed.
• Actively participates in user testing and provide feedback for the new AP system.
• Participates in training sessions for the new AP system.
• Communicates with suppliers and schools about the changes impacting them from the new AP system.
• Follows up on invoices that are not processing in the system on an individual basis.
• Helps supervisor implement stronger internal controls.
• Performs other related responsibilities as assigned to meet the purpose and accountabilities of the role.

Qualifications

Education and Experience

• A two year diploma with a concentration in Accounting or Finance.
• A minimum of two (2) years progressively more responsible related experience in Finance or Accounting environment.
• An equivalent combination of directly related post-secondary education and directly related experience may be considered.

Demonstrated Skills and Competencies

• Accurate data entry skills required. Proficiency with current computerized accounts payable software systems is essential
• Must possess excellent organizational and time management skills.
• Must be familiar with use of Microsoft Office (Excel, Word, Outlook)
• Familiarity with ERP system such as Oracle
• The ability to follow established procedures and controls
• Demonstrated good verbal communications skills
• Personal suitability

Conditions of Employment

Police Information Clearance: Applicants new to the Calgary Board of Education who are offered employment must complete and pass a police information clearance before employment is confirmed.

Be Part of Our Success

A career with the CBE offers incredible opportunities, rewards and supports.

Land Acknowledgement

The Calgary Board of Education acknowledges the traditional territories and oral practices of the Treaty 7 Nations, including the Siksikaitsitapi Nations, Tsuut'ina Nation, and the Îyârhe Nakoda Nations. We acknowledge the Métis Nation within Alberta, and all people who make their homes in the Treaty 7 region of southern Alberta.

As a learning organization, we are committed to advancing the Truth and Reconciliation Calls to Action focused on Education for ReconciliACTION.