Job Description

The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its Vancouver campus. The AMS also runs nine food and beverage outlets, a catering and conference operation, and the AMS Student Nest, providing on-campus employment opportunities and generating revenue that goes directly back into supporting the students at UBC.

Position title: Accounts Payable Assistant
Department: AMS Administration
Reports to: Accounting and Admin. Supervisor
Supervises: None
Employee status: Permanent, full-time
Liaises with: Clients & Guests, Other AMS departments
Hours per week: 35
Compensation: $30.70 per hour (Group 3 MoveUP 378) plus extended health and dental benefits, 3 weeks of vacation, RRSP/RPP matching program, meal plan and hybrid work

This position is included under the MoveUP Bargaining Unit.

About the AMS

The Alma Mater Society (AMS), established as a formal constitution of UBC’s student organization in 1915, is UBC’s official student union and is the largest student union in Canada. Operating as an independent organization of UBC, the AMS advocates students’ interests and provides opportunities for their growth and advancement. The AMS represents over 56,000 undergraduate and graduate students, and its priorities are determined by these members. In addition to offering services to students, the AMS is an advocate of students’ issues and ensures the needs of students are presented to the University administration and the provincial and federal governments. The AMS Nest is located on the traditional, ancestral and unceded land of the Musqueam people.
Every student at UBC is part of the AMS, and the AMS is the manifestation of a shared student experience. From providing advocacy, to student services that support health and education, to reducing student debt, the AMS fights for student interest to the University and all levels of government so that all students can succeed in life and take ownership over their time at the University of British Columbia. The AMS is student-led, student-focused, and always student-first.

At the AMS, we believe that a diverse workforce enriches our organization, and we value individual life experiences, knowledge and self-expression that different people bring. We actively seek to create an environment where all employees, regardless of their background, race, ethnicity, gender, age, sexual orientation, disability, or any other characteristics, feel valued, respected, and empowered to contribute their best. We warmly welcome and encourage individuals from any underrepresented group to apply for this position. We are dedicated to maintaining fair and inclusive practices in our hiring, promotion, and professional development processes to create the necessary conditions for a rewarding career.
Position Purpose:

The Accounts Payable Assistant plays a key role in supporting the financial operations of the AMS by managing accounts payable transactions, maintaining accurate financial records, and assisting with electronic payment processing. This position requires a high level of accuracy, organization, attention to detail, and customer service skills.

Duties and Responsibilities:

1. Accounts Payable & Financial Processing:
• Set up new vendors and maintain existing vendor relationships
• Enter and process accounts payable invoices within established timelines
• Obtain required approvals for payments
• Respond to vendor and student inquiries regarding invoice and payment status
• Process weekly EFT payments and ensure timely approval of payment batches
• Void invoices and payments as required
• Create and post journal entries including regular, recurring, and reversing entries
• Verify vendor statements, reconcile paid invoices and follow up on outstanding items
• Maintain AP records, vendor IDs, and system housekeeping
• Code and process incoming invoices for approval
• Support bulk e-Transfer payment verification and processing
• Monitor shared accounts payable inbox
• Coordinate with month-end, period-end, and year-end accounts payable close activities

2. General Office Support:

• Support front reception with customer service overflow and phone inquiries
• Provide backup support for other administrative positions during peak periods seasons and staff absences
• Assist with cash disbursements and change requests
• Perform other duties as assigned by management

Qualifications and Experience:

• Diploma in Accounting, or an equivalent combination of education and a minimum of 3 years of experience in an office environment working with accounts payable responsibilities
• Proficiency with Microsoft Office, particularly Excel
• Experience with Business Central ERP System (AP module) preferred
• Demonstrated ability to process high volumes of financial transactions accurately and efficiently
• Excellent customer service and communication skills
• Ability to prioritize tasks and work independently with minimal supervision
• Proven ability to handle confidential and sensitive information with discretion

To Apply:

Please submit your resume and cover letter.

Application deadline: 11:59pm July 29.

Due to the large volume of resumes we receive at the AMS, we are only able to contact those we are interested in interviewing and cannot reply to email/phone/walk-in inquiries regarding application status.