Finance Vendor Administrator Job Kitchener area,Waterloo Ontario Canada,Finance & Banking

Location: Waterloo

Position Summary

The Finance Vendor Administrator position is part of the Accounts Payable team and assists with the day-to-day administrative functioning of accounts payable processes, including vendor database maintenance, and other duties associated with accounts payable administration.

The incumbent will have daily contact with vendors, administration staff, management, other departmental faculty and staff. This is a critical role, with a high volume of transactions, and is necessary to ensure proper segregation of duties within the Accounts Payable department. The incumbent has a direct influence on verifying and validating vendor information, which contributes to strong financial controls. The position requires a very high level of attention to detail and the ability to use various resources, probing questions, and investigative skills to validate new vendors, vendor change requests, and vendor banking information to ensure only valid vendor changes are entered into the financial system.

Confidential materials are handled on a regular basis, so the successful candidate must exercise discretion in the performance of his/her duties.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities

Vendor Master Record Maintenance

Reviews documentation received from Accounts Payable staff for any new vendors or vendor changes. Ensures all necessary information is collected (e.g., social insurance number) and may need to contact other staff or the vendor directly for confirmation.

Reviews new supplier request forms in shop Laurier. Validates new vendors and vendor change requests using internet searches, CRA business registration tools, and/or calling the vendor directly. Identifies instances where user must provide proof of Broader Public Sector or Expense Handbook compliance. Documents verification process to meet internal control requirements.

Updates master vendor record file in the financial system on a timely basis.

Vendor Banking Maintenance

Reviews vendor requests for EFT (direct deposit) payments. Validates new requests and change requests by using internet searches and calling the vendor directly. Documents verification process to meet internal control requirements.

Updates master banking record file in the financial system.

Wire Payments

Reviews wire transfer requests. Validates change requests by calling the vendor directly and/or liaising with other staff.

Submits wire transfer in banking system for additional review/approval.

Vendor Clean-up

Runs reports to identify inactive vendors. Conducts appropriate research to confirm if vendor d be inactivated in the system.

Runs reports to identify duplicate vendors. Conducts appropriate research to confirm if vendor d be terminated.

Submits reports to Manager, Financial Service for review

Other

Assists with process improvement projects.

Prepares ad hoc reports as needed.

Qualifications

College diploma in accounting or related field plus 1 year of related experience

1-2 years experience in a large accounting or accounts payable office, preferably in a public sector environment

Knowledge of basic accounting principles and bookkeeping procedures is an asset

Strong knowledge of MS Office products, especially Excel

Experience with Banner, Millennium, and shop Laurier are an asset

Strong attention to detail and accuracy

Abilty to handle high volume of transactions on a regular and timely basis

Demonstrated excellent communication skills, both written and verbal, as the incumbent will be frequently calling vendors

Ability to protect and maintain information in strict confidence

Self-motivated, goal-orientated individual who is capable of working in a dynamic and challenging work environment

This position has been deemed eligible for educational equivalencies.

Hours of Work: This is a full-time, 12-month limited term position. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. On occasion, this schedule may need to be adjusted to meet operational requirements. Flexibility in hours will be required, including evening and/or weekend work due to events that occur during non-typical business hours. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

This position is eligible for a flexible work arrangement, as per Policy 8.14 (Flexible Work Policy). All arrangement must be approved by the direct manager. In-person attendance for events, as required to meet operational needs, is expected. On occasion, this schedule may need to be adjusted to meet operational requirements.

Compensation:

Level: C

Rate of Pay: $35.15 to $37.17 per hour with an annual step progression on anniversary date up to $40.19 per…


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