Position Title: Finance Officer – Accounts Payable

Department: Financial Services

Status: Full-Time, Permanent

Hours: 35 hours per week

Compensation: $30.22/hour + health benefits + pension plan

Reports To: Executive Director or designate

Work location: Based out of the Ki-Low-Na Friendship Society office in Kelowna

NATURE OF POSITION

The Finance Officer, Accounts Payable is responsible for the full accounts payable cycle and vendor management. This position ensures invoices are processed accurately and paid on time, expenses are coded to the appropriate program or funding source, and financial transactions comply with organizational policies, funder requirements, and applicable legislation.

The role supports the organization's commitment to sound stewardship of resources through strong internal controls, accurate record keeping, and responsive customer service to internal and external stakeholders.

KEY RESPONSIBILITIES

Accounts Payable Administration

- Receive, review, verify, and process invoices for payment.
- Ensure appropriate approvals, supporting documentation, and account coding are in place prior to payment.
- Code expenses to the appropriate general ledger accounts, programs, projects, and funding sources.
- Process vendor payments through electronic funds transfer (EFT), cheque, corporate credit card, and other approved payment methods.
- Enter invoices and payment information into the accounting system.
- Reconcile vendor statements and investigate and resolve discrepancies.
- Administer corporate credit card transactions and reconciliations, ensuring compliance with organizational policies.
- Maintain accurate accounts payable records and filing systems.




- Support contractor and vendor reporting requirements, including T4A preparation where required.

Fund Accounting and Program Support

- Ensure expenditures are charged to the correct funding source and comply with approved budgets and funding agreements.
- Monitor expenditures against available funding and identify potential concerns or variances.
- Prepare accounts payable schedules and supporting documentation for funder claims, reporting requirements, and audits.
- Assist managers and program staff in understanding expense coding and documentation requirements.
- Support the preparation of financial information related to grants, contracts, and restricted funding.
- Other duties as reasonably assigned.

Vendor Management and Internal Controls

- Maintain vendor records, insurance documentation, and tax information as required.
- Liaise with vendors regarding invoices, payment status, and account inquiries.
- Ensure compliance with purchasing, approval, and expense reimbursement procedures.
- Support month-end and year-end processes, including accounts payable aging, accruals, and prepaid expense reconciliations.
- Identify opportunities to improve efficiency, streamline workflows, and enhance internal controls.
- Support ongoing digitization and modernization of accounts payable processes.





Compliance and Audit Support

- Ensure compliance with organizational policies, funding agreements, Canada Revenue Agency requirements, and applicable legislation.
- Prepare accounts payable schedules, cut-off documentation, and supporting records for annual audits and funder reviews.
- Assist with GST/PST tracking and documentation to support accurate reporting and recoveries.
- Maintain confidentiality of vendor, contractor, and organizational financial information.
- Contribute to continuous improvement of financial systems, processes, and controls.

QUALIFICATIONS

Education

- Diploma in Accounting, Bookkeeping, Finance, or a related field.
- Progress toward a CPA designation is considered an asset.

Experience

- Minimum two to four years of experience in full-cycle accounts payable.
- Experience working in a non-profit, Indigenous organization, social services environment, or other publicly funded organization is considered an asset.
- Experience with fund accounting and restricted funding environments is preferred.

Knowledge, Skills and Abilities

- Strong understanding of accounts payable processes and internal controls.
- Knowledge of fund accounting principles and grant compliance requirements.
- Strong attention to detail and commitment to accuracy.
- Proficiency in Microsoft Excel and financial software systems, including Sage Intacct or similar platforms.
- Ability to organize and prioritize work to meet multiple deadlines.
- Robust problem-solving and reconciliation skills.
- Ability to communicate effectively and professionally with staff, vendors, contractors,

📌 Finance Officer: Accounts Payable (Kelowna)
🏢 Ki-Low-Na Friendship Society
📍 Kelowna