Job Description
Our Story:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.
This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.
The Role:
Coordinates the processing of accounts payable (A/P) transactions, investigates/resolves related problems, and updates A/P processing procedures for work unit. Acts as a resource to A/P clerks and assists management to monitor section work flow. Maintains the corporate vendor master file.
Duties/Responsibilities:
Maintains the corporate vendor master file (e.g., names, addresses, bank accounts) for issuing payments and purchase orders by divisional staff. Investigates duplicate vendors and sites and makes corrections.
Acts as a resource to staff and vendors regarding A/P procedures and inquiries/complaints (e.g., late/lost payments, discrepancies, incorrect purchase order numbers). Follows up with client departments, vendors, child care providers, and banks to investigate and resolve payment problems/recommend solutions to management. Informs clients of payment methods.
Maintains lease/rental payment schedule for buildings, parking, and levies and works with client departments to ensure payments are processed.
Enters invoices into A/P system to issue payments. Files information and processes cheques for mail. Reviews cheque report to move vendors onto electronic payments. Reviews invoices over $20,000 and transaction reports prepared by A/P clerks for completeness/accuracy, and follows up on missing information with client group.
Cancels and documents rejected payments, including affidavit as required. Investigates and resolves issues and forwards for processing (reissue cheque).
Reconciles year end accrual and other general ledger accounts and others as requested. Corrects with journal entries as needed and makes available to auditors.
Reconciles vendor statements; investigates and resolves related issues. Compiles information (e.g., copies of invoices, accounts receivable aging reports, statements); and forwards for payment processing.
Verifies data from credit balance reports and collects money, as required.
Reviews and verifies attendance claims and enters payments and adjustments for childcare centres and home child care provider payments into provincial system.
Participates in new A/P systems testing; provides input into existing systems; and documents system changes. Maintains related training manuals.
Prepares reports for management (e.g., A/P data, void payments, lease/rental payments).
Assists with corporate stores physical inventory count (e.g., counts inventory, inputs A/P information).
Verifies vendor data to ensure accurate payment and purchase order preparation. Conducts audits to identify unpaid accounts and initiates payment as required. Maintains documentation.
Provides presentations to Regional staff, and creates related materials regarding A/P.
Performs related duties as assigned.
Knowledge, Skills & Abilities:
Knowledge of basic accounting principles and practices, accounts payable processing and management, financial accounting, communication, and math skills, normally acquired through a diploma/degree in Accounting, Business, or equivalent, plus 2 years of related accounting and accounts payable experience --OR-- a Grade 12 education plus 4 years of directly related accounting and accounts payable experience.
Knowledge of and ability to follow corporate policies and procedures, including accounting and childcare payment policies, and related legislation (e.g., goods/services taxation).
Analytical, organizational, and problem-solving skills to work independently; coordinate the processing of A/P transactions; prioritize competing demands; identify, research, and compile data to resolve issues; and follow up on unusual items.
Communication and human relations skills to respond to inquiries/complaints; interact with Regional staff and provide training/support regarding A/P process and system; respond to and follow up with vendors regarding inquiries, complaints, and account status (e.g., for banking information, interest charged to the Region); and participate as an effective team member.
Ability to read and interpret documents (e.g., purchase orders, invoices, receiving reports, procedures, vendor statements, child care attendance registers). Ability to draft procedures and training documents; generate reports; complete/send information sheets to client departments for additional information; and write cheque requisitions.
Computer skills using software such as Microsoft Office, related financial systems, and database management systems.
Ability to travel to locations within Waterloo Region.
Ability to support and demonstrate the Region’s values.
In addition to offering a competitive compensation package, we have a strong focus on health and wellness, including fitness facilities and family-focused benefits.
We thank all applicants in advance; however, we will be corresponding only with those selected for an interview.
The Region of Waterloo is an equal-opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage, and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require accommodation, please notify us and we will work with you to meet your needs.
Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number 519-575-4400, or TTY number 519-575-4608 to request an alternate format.
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