Expense Associate

University of Waterloo•Waterloo, ON

2d•CA$56,494 - CA$70,618•Onsite

About The Position

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Primary Purpose The Expense Associate is accountable for applying knowledge of policies and procedures to record non-salary expenses related to suppliers, employees and students. The University’s non-salary expenses require a broad understanding of allowable business expenses, accounting and tax issues, and the ability to apply professional judgment. Objectives are achieved by entering transactions, reviewing documentation, understanding policies and procedures, categorizing expenses, ensuring compliance, contributing to continuous improvement and influencing best practices. Key Accountabilities Process vendor invoices and expense claims: • Ensure accurate and timely entry and processing of non-salary expenses related to suppliers, employees and students in various currencies • Review transactions for accuracy, appropriate documentation, authorization, and expense categorization in keeping with UW policies and procedures • Match supplier invoices to purchase orders and receiving documents, where required • Calculate appropriate tax rebates • Participate in the month-end/year-end close process; ensure tax and fiscal year end cut-offs are met • Reconcile statements of account from suppliers and resolve invoice holds • Process cash/travel advances and follow up with claimants to ensure timely settlement • Record invoices with a prepaid component according to established procedures Maintain appropriate system configuration and accurate supplier account records: • Create new suppliers in ERP system and assist in resolving related issues • Participate in implementation of enhancements and/or troubleshooting of the ERP system, with the goal of ensuring the system is optimally configured for invoice processing • Keep abreast of advances in the P2P process and participate in process improvement initiatives Provide advice, training and direction: • Work with representatives campus-wide to ensure that University policies and procedures are understood and followed • Respond to inquiries and communicate financial information to a diverse set of client groups • Communicate with stakeholders to answer questions related to the status of the University’s account, outstanding invoices, or obtain information in order to issue payment Other Duties: • Participate in, and support other department projects related to year-end, process improvement, etc. • Provide administrative support as required

Requirements

Post-secondary courses in accounting or equivalent education and experience
Previous experience in an enterprise wide computerized accounting environment
Fundamental understanding of Accounts Payable processes and procedures
Demonstrated ability to prioritize and manage high-volume assignments accurately and efficiently
Excellent attention to detail
Strong analytical and problem solving, interpersonal, organizational and communication skills
Tact, judgment, and diplomacy are essential
Demonstrated ability to work independently and handle confidential information
Advanced MS Office skills including Excel and Word
Excellent organizational and planning skills
Comfort and clarity in explaining accounting information, as well as organizational procedures and policies

Nice To Haves

Experience with invoice entry/matching in an Accounts Payable role is an asset

Responsibilities

Ensure accurate and timely entry and processing of non-salary expenses related to suppliers, employees and students in various currencies
Review transactions for accuracy, appropriate documentation, authorization, and expense categorization in keeping with UW policies and procedures
Match supplier invoices to purchase orders and receiving documents, where required
Calculate appropriate tax rebates
Participate in the month-end/year-end close process; ensure tax and fiscal year end cut-offs are met
Reconcile statements of account from suppliers and resolve invoice holds
Process cash/travel advances and follow up with claimants to ensure timely settlement
Record invoices with a prepaid component according to established procedures
Create new suppliers in ERP system and assist in resolving related issues
Participate in implementation of enhancements and/or troubleshooting of the ERP system, with the goal of ensuring the system is optimally configured for invoice processing
Keep abreast of advances in the P2P process and participate in process improvement initiatives
Work with representatives campus-wide to ensure that University policies and procedures are understood and followed
Respond to inquiries and communicate financial information to a diverse set of client groups
Communicate with stakeholders to answer questions related to the status of the University’s account, outstanding invoices, or obtain information in order to issue payment
Participate in, and support other department projects related to year-end, process improvement, etc.
Provide administrative support as required