Senior Clerk (Accounting)
Job Number: 3230
Job Type: Full-Time
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Financial
Number of Positions: 1
Department: Accounts Payable
Division: Corporate Services
Hours of Work: 35
Union: CUPE 1883
Grade: CUPE 1883 Grade 007
Salary Range: $31.71 - $35.89 per hour

ABOUT US!

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.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of finance and general accounting principles and procedures, normally acquired through a diploma or degree in a related field (e.g., accounting, business), plus 3 years of general accounting experience, or an equivalent combination of education and experience such as a Grade 12 education and 5 years of directly related experience.
• Knowledge of and ability to comply with corporate and accounting policies, procedures, guidelines, and standards.
• Analytical, organizational, attention to detail, and problem solving skills to organize daily work and adjust to changing priorities; retrieve information from the financial system and external sources; meet deadlines; compile, review, verify, and audit financial records, general ledger accounts, cheque requisitions, and payroll data; prepare and post journal entries; and recognize potential cases of fraud.
• Communication skills to exchange information with staff in other departments and agencies and participate as an effective team member.
• Ability to read and understand computerized data, budget information, and PST requirements. Ability to prepare correspondence to client departments and agencies to exchange information.
• Computer skills with ability to use software such as Microsoft Office and financial systems (e.g., Oracle).
• Ability to support and demonstrate the Region’s values.
  The Region of Waterloo is an equal opportunity employer dedicated to an inclusive and accessible recruitment process. We actively encourage applications from diverse groups, including Black, racialized, First Nations, Métis, Inuit individuals, women, people with disabilities, and 2SLGBTQIA+ persons, and are committed to equity, diversity, accessibility, and inclusion in the workplace.
  For an accommodation request, please contact us and we will work with you to meet your accessibility needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400 to request an alternate format, or email talentmanagement@regionofwaterloo.ca.
  Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).

THE ROLE

Imports data to the corporate financial system and performs accounting and control functions related to the general ledger, inventory, payroll systems, and cost accounting. Reviews invoices, investigates irregularities, and forwards for processing. Administer the daily cheque run. Calculates and prepares PST remittances. Performs related accounting and budgeting functions.

DUTIES/RESPONSIBILITIES

• Imports payroll information from the human resources information system to the financial system. Reconciles the general ledger against the payroll register. Investigates discrepancies (e.g., account numbers, earning code errors), and works with HR and other Finance staff to resolve. Corrects weekly payroll accounts, as required.
• Imports fuel charge data from the fuel system to financial system. Reconciles the general ledger against related reports. Investigates discrepancies (e.g., account numbers, vehicle numbers, fuel data), and works with Fleet, ITS, and Materials Management to resolve.
• Imports fleet charges from the fleet management system to the financial system. Reconciles the general ledger against related reports. Investigates discrepancies (e.g., account numbers, work orders) and works with Fleet and ITS to resolve.
• Maintains information related to signing authority (e.g., which jobs have it, types, limits) and posts to the intranet. Maintains hard copy record of signatures.
• Reviews invoices for proper authorization and reasonableness of expenditures. Authorizes and submits to accounts payable for processing. Runs and edits payment batches prior to cheque production. Ensures cheque information is correct and resolves problems prior to cheque release.
• Reviews and authorizes cheque requisitions to replenish petty cash accounts per policy and procedures.
• Maintains spreadsheet to track completion of imports to the general ledger.
• Closes accounts payable modules in the financial system monthly, and investigates and resolves issues.
• Calculates the corporation’s liability for provincial sales tax monthly. Completes remittance forms and ensures payments are made to the Province per deadlines.
• Prepares and enters monthly interdepartmental billings to the general ledger
• Invoices external agencies (e.g., RCMP, other municipalities) for fuel charges and responds to inquiries.
• Maintains and issues blank cash receipts to client departments for use in billing and collections.
• Reconciles assigned accounts in the general ledger by checking transaction validity and ensuring balances are supported by transactions. Investigates and corrects errors in the general ledger as identified or as requested by management, client department, and external auditors. Reconciles accounts for transactions with invalid account numbers, determines correct account numbers and reallocates to appropriate accounts.
• Reviews stale-dated cheques, checks in system to see if another payment was made to the vendor, contacts vendor to discuss outstanding liability, and determines course of action.
• Monitors bank account for corporate postage meter costs and ensures sufficient funds are available. Receives notification from client departments regarding postage costs incurred and cross-references against billing notices. Investigates and resolves discrepancies, as required.
• In the absence of the Financial Assistant (Corporate Services), compiles data for and contributes to the preparation of year-end working papers in support of the annual financial information return and financial statement, and designs, prepares, and organizes material for budget and financial presentations to senior management, Committee, and Council.
• Responds to inquiries from external auditors during the annual audit process.
• Performs related duties as assigned.