Expense Associate

Location: Southwestern Ontario

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Job

Requisition  Type:

Full time Employee Group:

Staff Job Category:

Financial Planning and Reporting

Employment Type:

Temporary Department:

Finance - Payments and Expenses Hiring Range:$56,494.16 - $70,617.70

Posting Information:

This posting is for an existing vacancy.

This role is being offered as a temporary contract

Term - 20 months

Job Description:

Primary Purpose The Expense Associate is accountable for applying knowledge of policies and procedures to record non-salary expenses related to suppliers, employees and students. The University’s non-salary expenses require a broad understanding of allowable business expenses, accounting and tax issues, and the ability to apply professional judgment. Objectives are achieved by entering transactions, reviewing documentation, understanding policies and procedures, categorizing expenses, ensuring compliance, contributing to continuous improvement and influencing best practices.

Key Accountabilities Process vendor invoices and expense claims:

Ensure accurate and timely entry and processing of non-salary expenses related to suppliers, employees and students in various currencies

Review transactions for accuracy, appropriate documentation, authorization, and expense categorization in keeping with UW policies and procedures

Match supplier invoices to purchase orders and receiving documents, where required

Calculate appropriate tax rebates

Participate in the month-end/year-end close process; ensure tax and fiscal year end cut-offs are met Reconcile statements of account from suppliers and resolve invoice holds

Process cash/travel advances and follow up with claimants to ensure timely settlement

Record invoices with a prepaid component according to established procedures

Maintain appropriate system configuration and accurate supplier account records:

Create new suppliers in ERP system and assist in resolving related issues

Participate in implementation of enhancements and/or troubleshooting of the ERP system, with the goal of ensuring the system is optimally configured for invoice processing

Keep abreast of advances in the P2P process and participate in process improvement initiatives

Provide advice, training and direction:

Work with representatives campus-wide to ensure that University policies and procedures 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 related to year-end, process improvement, etc.

Provide administrative support as required

Required Qualifications Education Post -secondary courses in accounting or equivalent education and experience

Experience

Previous experience in an enterprise wide computerized accounting environment

Fundamental understanding of Accounts Payable processes and procedures

Experience with invoice entry/matching in an Accounts Payable role is an asset

Knowledge/Skills/Abilities Demonstrated ability to prioritize and manage high-volume assignments 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

Equity Statement The University of Waterloo acknowledges that much of our work takes…