Job Description

Job Requisition Id: 172129
Business Function: Operations Support
Primary City: Ottawa
Province: Ontario
Employment Type: Full-Time
Employment Status:12 months term with the possibility of extension and/or permanency
Language Requirement: English Essential
Employee Class and Level: UPCEA05
Number of Vacancies: 1
Job Closing Date (MM/DD/YYYY):09/12/2023

All qualified candidates will be considered however preference will be given to Indigenous people (First Nations, Metis or Inuit) or persons with a disability. This is a special measure employment equity initiative and candidates from this group who wish to qualify for preferential consideration must self-identify.



The Officer, Transportation Disbursement Control reviews, analyses, reconciles and authorizes payment of invoices pertaining to contracted and/or non-contracted transportation services via air, surface and marine, and/or to foreign postal administrations Responsible for the preparation of monthly accruals in a timely and accurate fashion, and providing both detailed and summary level analysis and reports on actual expenditure against budget and planned forecast on a monthly and annual basis.

Job Responsibilities

Below are the main job requirements and responsibilities for the Officer, Transportation Disbursement Control.

• Audit and Control of payment for transportation services; provide calculation and verification of liability. Review invoice particulars, verify claims against data from corporate transportation systems and previous payment records to prevent erroneous or duplicate payments. Verify and apply rates and conversion factors per contractual requirements.

• Reconcile invoices to ensure invoice payment accuracy and authorize payment ensuring on-time payment. Forward to Accounts Payable for payment processing and provide advance notification to Cash Management for large invoice amounts.

• Design and document the payment process specific to the various transportation modes. Develop and implement the process measures corresponding to each payment process. Identify and recommend improvements to invoice processing controls, processes and procedures, as well as potential efficiency improvements to existing processes.

• Guide and direct suppliers to follow correct application of contractual rates and associated calculations as well as on the payment reconciliation process. Provide instruction on procedures to follow in the completion/submission of invoices, back-up documentation and electronic files exchange.

• Generate invoices and authorize payment to suppliers based on CPC system data. Identify payment problems, determine and explain the corrective actions required; guide and direct Transportation process managers, Transportation contracting, and Accounts Payable to implement correction.

• Identify invoice anomalies and discrepancies and take corrective action to adjust or re-direct payment as required. Provide carriers with appropriate written notice, rationale and support documentation. Verify appropriateness of charges, weights billed, rate applied in conjunction with backup documentation supplied, CPC bills of lading issued and contractual terms.

• Interact with internal/external suppliers and customers to support payment related queries, and resolve discrepancies and process related issues.

Job Responsibilities (continued)

• Responsible for the prioritization of invoice processing and the maintenance of invoice payment records to assist with prioritization and monitoring of invoice processing and to support liability accruals, forecasts and service performance/fuel bonus calculations.

• Operate complex transportation internal systems and PC developed systems to maintain tables, retrieve data and reports and perform analysis in support of the invoice verification process.

• Maintain knowledge expertise on matters related to CPC transportation process, despatch office, carrier codes, bill of lading forms, and other transportation industry specific operations.

• Control and manage personal file records of carrier payment, contract rates and terms and related reconciliation issues as well as regular dormant file record submissions.

• Monitor and creates both summary and detailed monthly reports, analysis and review of carrier payment/liability, actual expenditure compared to planned forecast and budgeting.

• Prepare accurate and timely monthly accruals based on contractor liability estimate, system data, volume trends and historic data. Support the analysis and forecasting of liability based on transportation trends. Prepare payment certificates.

• Monitors and analyses the General Ledger, prepares journal vouchers for all inappropriately charged transportation costs.

• Receive, control, review and ensure proper batching & preparation of AMRS documents for data entry input by external supplier. Verify accuracy and completeness of data capture, identify anomalies and determine required correction actions.

Qualifications

Education

• Completion of secondary school according to provincial standards or equivalent (GED) is required
• Completion of post-secondary (College/University) courses in a related field is required

Experience

• 1-3 years of related work experience
• Experience working with large data analytics, pivot tables, formulas and setting up worksheets or databases to track financial data and expenditure performance
• Experience working with internal SAP financial and eProcurement modules

Other Candidate Requirements

• Proficiency with MS Office applications including Excel (Pivot tables, vlookup), Access, and Word
• SAP - eProcurement
• Strong working knowledge of financial payments, reconciliation processes and accounting principles
• Strong organizational skills required to meet strict timeframes and multi-task effectively
• Superior interpersonal skills necessary to build positive and collaborative relationship with suppliers, internal and external customers
• Able to take the initiative and work independently
• Strong verbal and written communication skills
• Detail oriented, analytical, with high level of accuracy
• Experience and knowledge in transportation logistics is an asset
• Knowledge of international products and services is an asset

Other Information

An eligibility list will be established following the competition for a Twelve (12) month period.

Safety Sensitive Positions
This position may be considered a Safety Sensitive position and has additional requirements under Canada Post\'s Substance Use Policy.

Employment Equity

Canada Post will represent Canada\'s diversity and provide a safe and welcoming workplace that embraces and celebrates our differences. We are committed to employment equity and encourage applications from women, Indigenous People, persons with disabilities and visible minorities.

Disability is defined as a persistent or episodic physical, sensory, or mental health condition and/or functional limitation. Disability includes both visible and hidden conditions and/or limitations that may impact vision, hearing, mobility, flexibility, dexterity, pain, learning, developmental, mental/psychological, and memory.

Conflict of Interest
The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.

Accommodation

Canada Post is committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you are contacted by Canada Post regarding a job opportunity, please advise if you have any restrictions that need to be accommodated. All information received in relation to accommodation will be kept confidential.

Important Message
Your application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.

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