Payroll and Accounts Payable Administrator

Company: Six Nations Polytechnic

Six Nations Polytechnic (SNP) is a unique Indigenous Institute, recognized by community, government, and institutions of higher learning, as a Centre of Excellence for Indigenous Knowledge. SNP offers postsecondary, secondary, trades education and training. SNP has formal partnerships with nine publicly funded Ontario Universities and Colleges and collaborates with six Ontario-based Indigenous owned and controlled post-secondary Institutes.

For more information, visit www.snpolytechnic.com

JOB PURPOSE 

Under the supervision of the Director of Finance, the Payroll and AP Administrator provides critical support for managing SNP’s timely payroll processing and legal compliance, managing short-term expenditures, supplier relationships and risk management. The Payroll and AP Administrator is required to perform all duties consistent with the governance values and operating policies of Six Nations Polytechnic (SNP) while fostering positive relations with staff, students, stakeholders, and the community; contributing to a culturally supportive teaching, learning and work environment consistent with Hodinǫshǫ:nih/Rotinonhson:ni values of Ga’nigohi:yo:/Kanikoriio (Respect and the Good Mind).

KEY ACCOUNTABILITIES 

Payroll 40%

•  Administering and managing SNP’s payroll processing for all employees (salary, hourly, other) on a bi-weekly and monthly pay cycle, while ensuring compliance with government legislation;  
• Leading extensive reviews and audits of all payroll inputs and outputs to identify payroll issues/discrepancies to ensure compliance and accuracy, including but limited to wage changes, retroactive adjustments, deductions, incorrect/missing authorizations or timesheets, garnishments, termination pay, etc.;  

• Preparing all system generated payroll reports and reports required for funding compliance;  

• Ensuring the secure filing of all payroll and employee records;  

• Preparing and submitting all government filings as required for compliance; 

• Developing annual work plan and schedule of duties/reporting requirements; 

• Managing
  accurate and up-to-date Standard Operating Procedures. 

• Other related duties, as required. 

Accounts Payable 40% 

• Reviewing invoices, credit memos, cheque requisitions, and expense claims for approval and coding, followed by managing the corresponding data in the Accounts Payable Module;  

• Ensuring proper documentation is provided for all areas of accounts payable, including accurate approvals and coding, required expense claim receipts, consistent purchase order receipts, and appropriate use of financial forms, etc.;  

• Creating weekly Electronic Funds Transfer (EFT) and Cheque payment batches in accordance with SNP’s accounts payable payment schedule;  

• Maintaining an accurate disbursement log for outgoing cheque payments;  

• Reviewing monthly vendor account statements and liaising with the vendor’s Accounts Receivable Department to resolve any outstanding payments or discrepancies with invoices;  

• Maintaining a purchase order numbering system and ensuring that invoices match purchase order requests;  

• Reconciling statements for monthly office supply ordering, company credit card expenditures and the Petty Cash system;  

• Assisting with financial inquiries, including retrieving invoices for staff and preparing reports based on specified
  requested data; 

• Managing accurate and up-to-date Standard Operating Procedures. 

• Other related duties, as required. 

Administration 20%

• Providing administrative support to the Finance Department; 
• Supporting month-end and year-end close procedures, including year-end financial audit and preparation of audit working papers;  

• Assisting with the preparation of reporting requirements to relevant government agencies and funders;  

• Assisting with the development and implementation of finance policies and procedures and any related information technology needs; 

• Assisting the Financial Controller with preparing and processing of AR invoices, tracking aged accounts receivable, and managing overdue accounts; 

• Supporting the entry of cash, debit, and credit receipts into the Accounts Receivable Module for student purchases; 

• Assisting with the preparation of annual Student T2202’s – Tuition receipts. 

• Other related duties, as required. 

EDUCATIONAL KNOWLEDGE 

Completion of a formal post-secondary/college program of one to two academic year(s) in Accounting. 

EXPERIENTIAL KNOWLEDGE / CULTURE AND LANGUAGE EXPERTISE 

Over 1 year and including 3 years' experience in payroll and accounts payable roles. 

Proficiency in Microsoft Office applications. 

Strong attention to detail with excellent organization skills. 

Criminal Record Check  

The successful candidate will be required to provide an original Criminal Background Check – Vulnerable Sector Screening that is satisfactory to Six Nations Polytechnic (SNP) prior to the first day of work at Six Nations Polytechnic, and an Offence Declaration that is satisfactory to SNP by their first day of employment at Six Nations Polytechnic.  

At Six Nations Polytechnic, we are committed to diversity and inclusion as we continue and expand our efforts to become a more inclusive, safe and respectful workplace. Human Resources will accommodate any needs under the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA). Recruitment processes will be modified to remove barriers to accommodate those with disabilities, as may be requested. 

Applicants from Six Nations and other Indigenous communities will be given preference to deliver programs and services in a First Nations community.  

Full Job description is available upon request. 

JOB TYPE: Full-time Permanent

SCHEDULE: 37.5 hrs Monday-Friday

WORK MODEL: Hybrid - Ohsweken Campus 

PAY BAND: 4  Core range $49,054.36–$52,056.88. The target hiring salary for this position is minimum (Step 1) up to 45% of the pay band. Considerations for new hire step placements include experiential knowledge and/or language and cultural expertise.

BENEFITS:

• Company registered pension plan
• Dental care
• Extended health care
• Life insurance
• Paid sick and personal time