Job Description

Overview

Term - 6 Months

The Payments Associate is accountable for processing and recording payments of non-salary expenses to suppliers, employees and students. The individual is responsible for safeguarding the university's assets, by adhering to established policies and procedures. Objectives are achieved by timely and accurate issuance of payments, reviewing documentation, ensuring compliance, contributing to continuous improvement and influencing best practices.

Responsibilities

Process and apply payments in accordance with University policy:

• Review payment transactions for accuracy, appropriate documentation and authorization, in keeping with UW policies and procedures
• Issue payments to suppliers, employees, students and other individuals in various currencies using multiple payment methods
• Apply payment transactions to the General Ledger and reconcile any discrepancies
• Prepare foreign payment transactions, including draft and wire payments
• Administer returned payments, void and re-issue, as required
• Identify and/or prepare journal entries related to disbursements, AP sub-ledger maintenance, freight expenses, etc
• Interact with the university's bank, foreign payment service provider, management within Finance and other Accounts Payable team members

Maintain appropriate system configuration and accurate supplier account records:

• Update supplier payment addresses and banking information, ensuring that University control procedures are followed, and assist in resolving related issues
• Test the payments module of the ERP system during scheduled upgrades/updates, ensuring the system is optimally configured for payment processing, and assist with issue resolution, as required
• Keep abreast of new advances in the P2P process and participate in implementing process improvements, including, but not limited to, security enhancements initiated by financial institutions
• Participate in the month-end/year-end close process, as required

Provide advice, training and direction:

• Work with representatives campus-wide to ensure that university policies and procedures related to payment processing are understood and followed
• Respond to inquiries and communicate financial information to a diverse set of client groups
• Communicate with stakeholders to answer questions related to the status of the University's account, outstanding invoices, or obtain information in order to issue payment

Other Duties:

• Participate in, and support other department projects as required

Distribute incoming invoices to Expense Associates for processing on a daily basis

Provide administrative support as required

Qualifications

• Post-secondary courses in accounting or equivalent education and experience

Previous experience in an enterprise wide computerized accounting environment

Fundamental understanding of Accounts Payable processes and procedures

Experience with payment processing in an Accounts Payable role is an asset

Demonstrated ability to prioritize and manage concurrent deadlines accurately and efficiently

Excellent attention to detail

Strong analytical and problem solving, interpersonal, organizational and communication skills

Tact, judgment, and diplomacy are essential

Demonstrated ability to work independently and handle confidential information

Advanced MS Office skills including Excel and Word

Excellent organizational and planning skills

Comfort and clarity in explaining accounting information, as well as organizational procedures and policies

Vaccination Requirement Statement

Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University's obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University's Vaccination Requirement website can be found here: .

The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to:

Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.

The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Metis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at or 519-888-4567, ext. 45935.