Clerk II; Accounts Payable

Position: Clerk II (Accounts Payable)
Job Number:  4506

Job Type:  Temporary Full-Time

Vacancy Reason:  Backfill

Temp Contract Length:  Contract is expected to end on June 11, 2027.

Location:

150 Frederick St - Regional Admin Headquarters

Job Category:  Health Care and Social Assistance

Number of Positions:  1

Department:  Accounts Payable

Division:  Corporate Services

Hours of Work:  35

Work Schedule:

Monday to Friday from 8:30am to 4:30pm, hybrid - 2 days in office and 3 days at home or based on operational needs.

Union:  CUPE 1883

Grade:  CUPE 1883 Grade 005

Salary Range:  $28.84 - $32.64 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.

The Role
To code, match, and process for payment, with appropriate purchase order and receiving report authorizations, all invoices received by the Region, and to investigate and resolve related and non‑routine problems and suggest permanent solutions; to liaise with suppliers and client departments to ensure all invoices are processed in an efficient and timely manner; to process monthly pays for private home child care providers and purchase of service child care centres.

Duties/Responsibilities

Receives and sorts payment documents from vendors and/or client departments; forwards to client departments, where necessary. Reviews payment documents to ensure appropriate authorization and complete information; notifies appropriate client department when required information is missing or returns documents to client departments for correction/completion.

Processes Canadian and United States payments directly on a computer by key punching matched invoices on a terminal. Investigates and reconciles discrepancies by conducting follow‑up checks on accounts of items received, corresponding with vendors, and consulting with appropriate client department staff. Stamps and codes all paid invoices for filing. Ensures that all cheques and inserts are properly directed and/or mailed.

Ensures that quantities of the goods received as described in invoice are the same as described in departmental receiving report and that the goods have been certified as being received in good order; that correct unit prices have been charged; that total prices shown are accurate; and that appropriate discounts have been deducted, where applicable.

Checks edits (computer print‑out of payments) to correct any errors and to balance payments weekly. Ensures that the weekly menu report is run and verified for corrections, thus allowing final weekly edit to be run.

Cancels issued cheques when required. Prepares required financial documentation to correct the error. Re‑issues cheques, as required.

Calculates and processes payments to private home child care providers and purchase of service child care centres. Corrects errors in data supplied by private home child care providers; occasionally verifies information with Caseworker III (Home Child Care). Determines payment methods based on Home Child Care payment policies. Inputs all information into the Ontario Child Care Management Systems (OCCMS). Files and maintains records of adjustments and enters adjusted data to system monthly to ensure statistical information required by government agencies is current and correct.

Prepares files for offsite storage, as required. Provides…