Senior Clerk; Accounts Payable

Job Number: 4051
Job Type:Temporary Full-Time
Vacancy Reason: Backfill
Temp Contract Length:18 Months
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Transportation
Number of Positions:1
Department: Accounts Payable
Division: Corporate Services
Hours of Work: 35
Union: CUPE 1883
Grade: CUPE 1883 Grade 008
Salary Range: $33.25 - $37.64 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  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.

Acts as a team lead to AP clerks and assists management to monitor workflow to ensure effective, efficient coordination and processing of accounts payable (AP) transactions. Investigates and resolves issues, and maintains processing procedures for the work unit. Maintains the corporate vendor master file, and participates in the development and implementation of new and changed AP processes, systems, and controls.

• Acts as team lead to AP clerks (e.g., provides guidance and training, responds to questions/issues). Assists management to monitor workflow.
• Maintains the corporate vendor master file (e.g., names, addresses, bank accounts, HST number) for issuing payments and purchase orders by regional staff. Investigates duplicate vendors and sites and makes corrections. Verifies change requests with vendors to protect against fraud, including changes to business name and banking information. Verifies HST number on CRA website. Provides regular updates to management regarding changes to vendor account information, with recommendations.
• Acts as a resource to staff and vendors regarding AP procedures, inquiries, and complaints (e.g., late/lost payments, discrepancies, incorrect purchase order numbers). Follows up with client departments, vendors, and banks to investigate and resolve payment problems, and recommends solutions to management. Informs clients regarding payment methods.
• Monitors AP email accounts (e.g., general inbox, new vendors, approved invoices). Verifies invoices approved by signing authorities.
• Maintains payment schedules for monthly, quarterly, and yearly payments (rents, leases, grants). Maintains payment information (e.g., number of payments, expiry dates, cancellations/changes).
• Enters invoices into AP system to issue payments. Files information and processes cheques for mailing. Reviews cheque reports to move vendors onto electronic payments. Reviews invoices over $20,000 and transaction reports prepared by AP clerks for completeness/accuracy, and follows up on missing information with client groups.
• Cancels and documents rejected payments, including affidavit as required. Investigates and resolves issues and forwards for processing (reissues cheques). Voids/cancels or reissues stale-dated cheques as requested by senior accounting clerk.
• Reconciles year end accrual and other general ledger accounts as requested. Completes journal entries to correct errors to the general ledger, ensuring no duplicate entries.
• Reconciles vendor statements, and investigates and resolves related issues. Compiles information (e.g., copies of invoices, accounts receivable aging reports, statements), and forwards for payment processing. Verifies signing authorities/limits with approved invoices.
• Verifies data from credit balance reports and collects money, as…