Accounts Payable officer, Massey University

  • Posted on: 19 February 2015
  • By: Admin RSY
Job Posted: 
Thursday, 19 February 2015
Job Expiry: 
Monday, 23 February 2015

Accounts Payable officer (G022-15JK)

Finance, Strategy, Finance, IT and Commercial Operations

Massey's Finance team has an opportunity for a team player experienced in Accounts Payable who has the ability to communicated effectively with people at all Levels in both oral and written form.

This position is part of a team responsible in providing efficient and reliable financial services and guidance across the University's three campuses while delivering excellent customer services

Location:

Palmerston North

Term:

Permanent

Grade:

Grade D

Salary:

$35,642 - $52,653 pa

Applications close:

5 p.m. on 23 February 2015

Position overview

Strategy, Finance, IT and Commercial Operations
Finance 
Permanent, Full-time

Massey University is embarking on an exciting strategic journey towards 2025 and is looking for a highly motivated individual to fulfil an Accounts Payable position within Massey's Finance Team

Working in a team environment you will have solid financial administration experience in Accounts Payable, have strong computer skills and the ability to maintain client confidentiality.

This role will suit someone who is able to maintain a high level of accuracy, multi-task, prioritise and work under pressure to meet deadlines.

Job description

Purpose statement

To consistently provide efficient and reliable financial services and guidance across the University's three campuses while delivering excellent customer service and a commitment to continuous process improvement in a manner consistent with the University's financial policies, procedures and standard practices.

Responsible to

Accounts Payable Team leader

Key accountabilities

1.Customer Service
Provide exceptional customer service at all times by responding promptly and accurately to creditor and departmental enquiries and requests via phone and email on a daily basis.

2.Risk Management
Adhering to the Universities Financial Policies, Procedures and Standard Practices by:

•Upholding Massey University’s reputation through the timely payment of invoices.
•Ensuring that all expenditure is within specified spend delegation
•Responsible for verifying that vendor accounts are active and all payments are related to current goods or services rendered
•Abiding by national regulations and laws e.g IRD regulations regarding GST and withholding tax.
•Adhere to the University’s legal responsibilities in terms of financial records management and retention to support audit activity and robust practice.

3.Mail/Email
Responsible for receiving, sorting and processing all incoming mail, electronic and paper twice daily, in an appropriate and timely manner.

4.Scanning Invoices
Manage the day to day collating and scanning of invoices into Kofax batch and validating all the data to purchase order(s).

•Responsible for Monitoring the accuracy and consistency of captured invoice information during validation to ensure correct invoice matching and eradicating duplicate payments.
•Responsible for investigating and resolving in Technology One, invoice discrepancies, e.g, omitted or incorrect purchase order numbers, order numbers that have already been processed and duplicated records.

5.Sundry Payments/Credits
Review and process all non-purchase order invoices and sundry payments for correct delegation and compliance with University Policy.

6.Processing Invoices
Processing Sundry Payments, Purchase order invoices and Staff claims in Technology One, checking for accuracy and posting batches to Technology One.

7.Payment Processing
Process payments for Petty Cash when required, and Students Refunds weekly. Process other payment runs as required.

8.Statements
Responsible for the reconciliation of supplier statements and addressing discrepancies

9.General
Maintaining a filing system for all financial documents in compliance with Massey University’s Policy and Procedures at all times

Assist with other additional duties as required by the Accounts Payable Team Leader subject to changing priorities in order to meet deadlines.

Person specification

Qualifications

A qualification in an appropriate field relating to financial administration is desirable but not essential.

Experience

•Solid financial administration experience (minimum 2 Years) is preferred.
•At least 2 years of proven experience in planning, organising work priorities
•Awareness and understanding of the laws and regulations applicable to financial practice.
•Knowledge of the University Sector and/or Technology One System with a working knowledge of computerized accountancy systems would be an advantage.

Personal attributes and behaviours

•Attention to detail with high accuracy and numeracy skills are important.
•Ability to work collaboratively with team members, management, internal and external stakeholders
•Ability to maintain client confidentiality in accordance with the Privacy Act.
•Adherence to the University’s and legal responsibilities in terms of financial record management and retention to support audit ability and robust practice.
•Highly developed interpersonal and representational skills and a proven superior standard of written and oral communication skills.
•Initiative, analytical and high problem solving ability
•Ability to work autonomously, with self-management and prioritising of tasks skills to meet deadlines
•Awareness of co-worker’s workloads/time constraints and be actively supportive and assist wherever possible with energy and enthusiasm.
•Be familiar with generating payments and processing invoices and generating payments
•High level of knowledge and skills of Microsoft Office Suite programs

Additional Pre-employment Checks

Requirement to pass a Criminal and Traffic Convictions (Security) Check performed by the Ministry of Justice

Requirement to pass a Credit History Check performed by Veda Advantage Personal Information Services. In addition, there is a requirement to pass a 'No Asset Procedure (NAP)' Credit History Check performed through the Insolvency and Trustee Service, Ministry of Economic Development.