Supervisor, Accounts Payable

 

Accounts Payable

Kelowna, BC

 

 

The Supervisor, Accounts Payable is responsible for overseeing the payment function including directing staff in processing payments, ensuring adherence to policies and procedures and providing issue resolution and guidance. The Supervisor, Accounts Payable ensures timely payments of vendor invoices and expense re-imbursements and maintains accurate vendor records and control reports

 

 

What you’ll do 

 

• Supervises a team of more than ten (10) Accounts Payable staff by performing duties such as scheduling and coordinating work assignments, approving vacation for staff and arranging relief coverage, checking and prioritizing work, providing guidance and advice to facilitate resolutions to work problems, correcting problems as required and monitoring operations to ensure standards are met. 
• Reviews and approves timesheets in the Scheduling and Staffing System each pay period for Accounts Payable staff.  Submits daily timesheets for casual employees as required.
• Ensures the accuracy and timeliness of the Accounts Payable systems by coordinating and reviewing the activities of the area. The Supervisor reviews batches for posting, invoices against purchase orders and receiving documents, oversees distribution of disbursements and ensures correct coding on accounts. Maintains weekly statistics on unprocessed invoices.
• Responds to queries from vendors, staff, and departments regarding disputed vendor accounts, expense re-imbursements, pricing discrepancies, unmatched documents, and missing or incorrect receipts/back-up documents. Contacts appropriate department, staff or vendor to rectify accounts, statements and discrepancies. Performs quarterly vendor statement reviews ensuring accounts are up-to-date.
• Reviews all credit application requests ensuring documents are completed and returned to new vendors in a timely manner.  Prepares and sends monthly communication to vendors outlining the benefits and convenience of participating in the Accounts Payable EFT Program.
• Prepares monthly reconciliations of liability accounts to the General Ledger and verifies accounts have been correctly balanced.  Investigates discrepancies and takes corrective action by adjusting journal entries and providing the final report to the Manager, Accounts Payable.
• Reviews Accounts Payable Aging Report to determine Days Payable Outstanding trends and prepares analysis of overdue accounts.
• Identifies invoice and purchase order discrepancies through methods such as reviewing error reports and provides explanations for discrepancies such as price changes, substitutions and back-orders.  Prepares adjustment information as required.
• Coordinates with internal/external auditors during interim and year-end audits providing information and documentation related to internal controls within the Accounts Payable process.
• Assists Manager, Accounts Payable in directing various staff functions related to performance evaluations, orientation and training, staff selection, and disputes by methods such as providing input into employee performance evaluations, determining orientation and training requirements, assisting with staff selection by sitting on interview panels and providing input regarding evaluation of candidates and documenting performance problems for the Manager’s attention and follow-up.
• Works in collaboration with the Director, Accounts Payable and Manager, Accounts Payable by assisting with setting annual budgets and performing expenditure analysis by investigating the rationale behind periodic variances.
• Participates in cross functional group discussions, including but not limited to representatives from Finance and Supply Chain Management (SCM) to review procedural/policy issues and vendor relations. Provides input regarding issues related to Accounts Payable processes and ensures requirements are met. Follows up with Manager, Accounts Payable.
• Coordinates cheque and Electronic Funds Transfer (EFT) runs as needed by confirming that all Accounts Payable entries for the designated run have been entered, all control groups/batches for users are closed, bank information recorded is correct and that there are no unbalanced vouchers in the system prior to cheque run. Initiates the computerized cheque/EFT run, balances the batch total to control totals listed on the report and prints cheques and EFT’s.
• Produces reports such as cheque register listing and related documents for each Cheque/EFT run, downloads daily EFT reports from bank for G/L reconciliation reviewing and corrects errors that occur.  Performs daily/periodic voucher and payment audits.
• Coordinates with banks for additions, rejections and deletions to EFT files and dollar amounts and obtains proper authorization from the Manager, Accounts Payable. Provides additional day-to-day support in preparing wire transfers for payments to international vendors.
• Initiates stop payment of cheques with bank and issues new cheques.  Reviews monthly stale dated cheque reports, investigates the status of the vendor and uncollected cheques, contacts vendor for potential void and re-issue of stale dated cheques and closes vouchers as required.  
• Prepares monthly reconciliations of liability accounts to the General Ledger and verifies accounts have been correctly balanced.  Investigates discrepancies and takes corrective action by adjusting journal entries and providing the final report to the Manager, Accounts Payable.
• Processes withholding tax calculations on foreign invoices by methods such as receiving documentation, drafting correspondence to vendors for Manager’s signature, preparing and signing adjustment vouchers for credit reduction and maintaining documentation for processing payment to Revenue Canada.
• Performs other related duties as assigned.

 

 

What you bring

 

Qualifications

• Grade 12, completion of two years of the CMA or CGA program and four years’ recent related experience or an equivalent combination of education, training and experience.
• Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts, including supported by significant knowledge of Indigenous-specific mandates, including clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.
• Demonstrate comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within health care settings. This involves familiarity and understanding Indigenous Cultural Safety and Humility recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
• Demonstrated knowledge and understanding of legislative obligations and provincial commitments within Accounts Payable contexts found in the foundational documents including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study - BC Human Rights Code, BC Anti-racism Act and how they intersect across the health care system.

Core Competencies

• Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure, and has demonstrated initiatives in breaking down barriers and ensuring a safe environment ensuring a sense of belonging to all and informed by Indigenous Cultural Safety.
• Awareness of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (the Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

Skills & Knowledge

• Ability to keyboard.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to supervise.
• Ability to organize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.
• Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
• Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place: Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach.

 

What we bring

 

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.

• Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

 

 

Job Type: Temporary Full-Time (Until January 1, 2027 or Until Return of Incumbent)
Wage: $30.54 / hour
Location: 104-2355 Acland Road, Kelowna, BC V1X 7X9
Closing Date: Applicants accepted until position is filled
Hours of Work: 0700–1500 Monday-Friday
Requisition #: 192846E

 

 

 

What we do

 

 

 

The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Create equity – Be courageous.

 

 

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

 

 

 

PHSA is committed to anti-racism and equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently excluded groups identified under the B.C. Human Rights Code.

 

 

One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’k̓ula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca.

 

 

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.

 

 

ATTN: PHSA Employees:

 

 

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at internaljobs.phsa.ca

 

 

Please note the internal job posting will no longer be accessible after the expiry date of December 25, 2026. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

 

 

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at internaljobshelpu@phsa.ca. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.