Clerk II (Accounts Payable)

theregio03•Kitchener, ON

10d•CA$29 - CA$33•Hybrid

About The Position

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to: Taking only what we need, Leaving some for others, Keeping the dish clean. This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity. Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community. The Role: To code, match, and process for payment, with appropriate purchase order and receiving report authorizations, all invoices received by the Region, and to investigate and resolve related and non-routine problems and suggest permanent solutions; to liaise with suppliers and client departments to ensure all invoices are processed in an efficient and timely manner; to process monthly pays for private home child care providers and purchase of service child care centres.

Requirements

Knowledge of basic accounting principles and practices, a general understanding of financial accounting, communication and arithmetic skills, normally acquired through the attainment of a Grade 12 secondary school education and two years general accounting experience.
Knowledge of Regional Accounting policies and procedures.
Knowledge of Child Care payment policies and procedures.
Organizational and problem solving skills in order to work independently, establish priorities, and re-prioritize as necessary, such as following computer shutdowns.
Attention to detail in order to identify, research, analyze, and compile data in order to resolve problems and/or follow up on unusual items.
Communication skills in order to interact with tact and diplomacy with vendors, child care providers, and Regional staff; and to participate as an effective team member.
Ability to read and interpret a variety of documents, including purchase orders, invoices, receiving reports, procedures, vendor statements, child care attendance registers; as well as apply accounts payable/accounting procedures and OCCMS procedures.
Ability to draft procedures and training manuals for staff of Finance and explain use to other Regional departments; to generate reports, as required; to complete information sheets to client departments to request additional information; and to write cheque requisitions.
Ability to clearly communicate with the public and organizations doing business with the Region in a professional and diplomatic manner when handling payment issues; to respond to vendors’ inquiries or complaints; and to explain OCCMS and accounts payable procedures and payment options to Regional staff.
Proven skill in the operation of a personal computer, using software such as Lotus Notes, Excel, Word, financial systems, and database management systems, including the Ontario Child Care Management System (OCCMS).
Ability to operate a cheque signing machine.
Ability to travel to various locations within the Region.
Ability to support and project values compatible with the organization.

Responsibilities

Receives and sorts payment documents from vendors and/or client departments; forwards to client departments, where necessary.
Reviews payment documents to ensure appropriate authorization and complete information; notifies appropriate client department when required information is missing or returns documents to client departments for correction/completion.
Processes Canadian and United States payments directly on a computer by key punching matched invoices on a terminal.
Investigates and reconciles discrepancies by conducting follow-up checks on accounts of items received, corresponding with vendors, and consulting with appropriate client department staff.
Stamps and codes all paid invoices for filing.
Ensures that all cheques and inserts are properly directed and/or mailed.
Ensures that quantities of the goods received as described in invoice are the same as described in departmental receiving report and that the goods have been certified as being received in good order; that correct unit prices have been charged; that total prices shown are accurate; and that appropriate discounts have been deducted, where applicable.
Checks edits (computer print-out of payments) to correct any errors and to balance payments weekly.
Ensures that the weekly menu report is run and verified for corrections, thus allowing final weekly edit to be run.
Cancels issued cheques when required.
Prepares required financial documentation to correct the error.
Re-issues cheques, as required.
Calculates and processes payments to private home child care providers and purchase of service child care centres.
Corrects errors in data supplied by private home child care providers; occasionally verifies information with Caseworker III (Home Child Care).
Determines payment methods based on Home Child Care payment policies.
Inputs all information into the Ontario Child Care Management Systems (OCCMS).
Files and maintains records of adjustments and enters adjusted data to system monthly to ensure statistical information required by government agencies is current and correct.
Prepares files for offsite storage, as required.
Provides credit reference data and monthly income letters for child care providers.
Maintains the Accounts Payable (A/P) Utility System for payment of utilities for all Regionally owned facilities.
Completes a utility audit annually.
Responds daily to inquiries or complaints from staff and vendors regarding late payments, lost or missing cheques, lost purchase orders, discrepancies in payments, incorrect purchase order numbers.
Works with client departments, vendors, home child care providers, and/or banks to investigate and resolve non-routine payment problems.
Provides payment alternatives.
Analyzes payment problems to determine the cause; corrects the problem or makes recommendations to supervisor for resolution.
Assists with the Materials Management physical inventory count by counting inventory, entering related data, inputting A/P information, and resolving physical count differences and related A/P discrepancies.
Prepares the accrual of inventory invoices relating to the physical inventory count reconciliation.
Inputs quantities relative to inventory items, which updates unit costs in the system.
Prepares year end accrual of Accounts Payable.
Participates in the testing of new, and provides ongoing input regarding, accounts payable information systems, such as the utility system and the child care system.
Prepares spreadsheet reports regarding weekly accounts payable statistics and other spreadsheet to solve vendor related problems.
Reconciles supplier statements, periodically, to identify unpaid accounts which are in arrears.
Follows up on these items to validate the Region's liability and initiates the processing of payment where warranted.
Sorts and files accounts payable invoices.
Locates files or searches hard copy computer print-outs or on-line terminal to solve supplier related problems.
Produces computer listings, reports, and audits, such as vendors offering discounts, vendors with outstanding invoices over 90 days, for the Administrator, Budgets & Accounts Payable or Manager, Financial Services (Corporate).
Prepares cheque requisitions for child care adjustments and credit notes.
Performs the duties of the Senior Clerk (Accounts Payable) when required due to workload and/or absence of incumbent.
Performs other related duties as assigned.