Accounts Payable / Miscellaneous Disbursements Clerk
Regina, SK, Canada
Job Description
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Faculty/Department Financial Services Unit Financial Services-Financial Reporting Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary
Position Summary:
- Processing reimbursement claims, refunds, petty cash replenishments, homestay payments, pension liability, contract and other miscellaneous payments. Ensuring payment requests have proper approvals, documentation and supporting receipts. Ensuring payments are in compliance with University policies and procedures and Tri-Agency Research grant policies. Communicating via email and phone with claimants when problems with a claim are found;
- Setting up new individuals and vendors in the payments system, ensuring correctness of all required information including name, address, SIN, birthdate, tax codes and banking information for Direct Deposit if needed;
- Distributing cheques and supporting documentation as needed;
- Recording and maintaining data for mileage and fuel rebates from all expense claims and petty cash claims;
- Issuing and clearing cash advances. Performing monthly cash advance account reconciliation. Verifying expense claims are completed to clear cash advances within ten working days of the date of return indicated on the travel authorization form;
- Reconciling monthly the payments suspense account and notifying others in the office of amounts that have not been cleared;
- Entering journal vouchers from various departments on campus as well as other journal vouchers required to clear cash advances and payments suspense account;
- Reviewing American Express merchant report and posting service charges to proper accounts;
- Scanning and indexing paid reimbursement claim forms and other invoices to make images accessible in the financial system;
- Processing manual cheques as required, which may include checking the status of a previously issued cheque, placing a stop payment in the banks on-line system, canceling the cheque in the payments system and the bank\xe2\x80\x99s cheque fraud protection system, and entering the new cheque manually in the payments system and cheque fraud protection system;
- Processing replacement payroll cheques as required, which may include checking the status of a previously issued cheque, placing a stop payment in the banks on-line system, canceling the cheque in the payments system, and entering the new cheque manually in the payments system;
- Preparing student emergency loan cheques as requested by Enrolment Services office, entering them into the payments system and cheque fraud protection system, and doing monthly reconciliation;
- Maintaining filing system for submitted claims, direct deposit request forms, and other documents;
- Performing an annual review of old outstanding cheques, which may include reaching out to payees, doing write-offs, stop-payments, and re-issuing new cheques;
- Performing certain receptionist duties including opening, sorting and distributing office mail, reviewing and distributing incoming faxes, stamping incoming documents, sending couriered packages, etc;
- Working with auditors as needed;
- Backing up other Accounts Payable staff as needed or requested, including (but not limited to), monthly Purchasing card audit procedures, certain wire transfer duties, certain Moneris and AMEX reporting, processing other Direct Pay invoices such as courier, brokerage, FM invoices, utilities, etc., verifying that taxes charged on invoices are correct and ensuring vendor set -up in payment system is correct for tax allocations, self-assessing taxes if required, following WCB procedures as needed and verifying if vendors are up-to-date with WCB rules; and,
- Other clerical duties as needed or requested.
Position Requirements:
- Grade 12 supplemented by the successful completion of a two-year business course with an emphasis on accounting;
- 3 years\xe2\x80\x99 directly related experience, preferably in a university environment. An equivalent combination of education, training, and experience may be considered;
- Demonstrated knowledge and skill in the use of Microsoft Office (Word, Excel, Access), including excellent computer keyboarding skills;
- Demonstrated knowledge of Provincial Sales Tax and Goods and Services Tax as it relates to accounts payable;
- Knowledge of generally accepted accounting principles, procedures, and processes;
- Experience and knowledge in using an Enterprise Resource System for entering invoices and producing payments (ex. Ellucian Banner);
- Proven mathematical skills and aptitude with numbers;
- Experience in records management and tracking of information;
- Ability to maintain confidentiality of records and information;
- Ability to make administrative/procedural recommendations on sensitive and confidential issues;
- Excellent communication skills (phone, email, in-person) tactfulness, and a proven client service focus are essential;
- Attention to detail and accuracy is essential;
- Ability to work under pressure and meet deadlines is a must; and,
- Ability to establish and maintain effective working relationships.
Computer monitor and keyboard use all day. Pay Grade CUPE Phase 4 Salary Range $42,533.40 - $57,457.40 Annually (pro-rated) Status Term Work Hours
Half-time, with hours to be determined by Financial Analyst and Miscellaneous Disbursements Clerk Duration (if Term/Temporary) 2 years Full-Time/Part-Time Part Time Preference Posting Target Posting Not Targeted
Additional Information
Contact Information
Job Open Date
03/31/2023
Job Close Date
04/13/2023
Open Until Filled
Special Application Instructions
Applicants must submit a cover letter and an updated resume that clearly states how they meet the posted qualifications.
Diversity Statement
The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University\xe2\x80\x99s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.
Competition Number
20220453A/S
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Job Detail
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Job IdJD2146965
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationRegina, SK, Canada
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EducationNot mentioned