Office Support Clerk III

Requisition : 46614

Organization

Vancouver is consistently ranked as one of the world’s most liveable and environmentally sustainable cities. Recognized among BC’s Top Employers and Canada’s Greenest Employers, the City of Vancouver is seeking colleagues who can help advance our core commitments to exceptional public service, sustainability, equity, and an outstanding quality of life for all residents.

With a strong commitment to being a City of Reconciliation, we invite you to join our dedicated team and become part of an innovative, inclusive, and engaging workplace. A career with the City of Vancouver and within the broader public service, offers meaningful work where you play a key role in ensuring equitable access to services, upholding ethical governance, and supporting the needs of citizens with integrity and dedication.

Main Purpose & Function
The Accounts and Billing Coordinator is responsible for the financial transactions for the Sanitation Operations Branch. This position maintains the list of charge numbers including POs, Cost Centres, WBS, Hansen Work Order/Network numbers for Sanitation Operations for internal and external vendors. This position allocates costs for labour and equipment.

The position reports to the Manager, Business Operations. This position works closely with Sub-Foremen, Working Foremen, Superintendent Is and Superintendent IIs in Sanitation Services. The Accounts and Billing Coordinator liaises with Financial Analysts, Accounts Payable, Accounts Receivable, Corporate Payroll, HR Benefits Coordinators, HR Associates, and Org Health Case Managers.

Specific Duties & Responsibilities

Billing & Accounts

• Enters data into SAP (CATS) from operations time sheets; labour hours charged to activity rates and job numbers.
• Collects missing/erroneous information from labour and equipment time sheets to meet deadlines.
• Enters into SAP (Activity Allocations) the hours charged to equipment activity rates and job numbers.
• Bi-Weekly Time Data Reports for two bargaining units plus exempt staff.
• Researches missing activity numbers for equipment using FMS M15 Lease and Billing Reports.
• Reviews monthly FMS Lease and Billing Reports and Equipment Clearing Cost Centre Reports from SAP.
• Initiates the process of setting up new equipment activity numbers and hourly rates. Calculates hourly equipment rates in coordination with the Equipment Superintendent. To be reviewed by the Manager, Business Operations and sent to the Financial Analyst for new unit/activity set up in SAP.
• Reviews hours allocated to equipment clearing cost centres in SAP and notifies Equipment Superintendent and Manager, Business Operations of adjustments that should be made to the hourly rate
• Creates Work Orders using the appropriate WBS dependent on information from the Sub-Foreman, Event Organizer or FASE.
• Reviews Special Events cost summary document (summary of debits and credits) prepared by the Cart Warehouse & Special Events Sub-Foreman for accuracy with the correct charge numbers.
• Executes a Network Report in SAP and reconciles labour, equipment, materials and other costs with the cost summary.
• Prepares and sends an Invoice Request Form to Accounts Receivable or:
• Processes a JV in SAP of the debit and credit details for the event.
• Creates shopping cart requisitions to initiate a Purchase Order for approval in SAP for approval by Branch Manager
• Monitors PO balances to ensure funds are available for payment of invoices and takes action to add funds or request funds be added for vendor payment.

Operations & Administration

• Audits Network numbers quarterly for meetings with the Manager, Business Operations and appropriate Superintendents to review actuals (costs) and determine if Networks should be created, closed or reviewed in more detail.
• Closes Network numbers in SAP.
• References Chart of Accounts to research and identify reports that can be used for various requests.
• Prepares Cost Centre summary reports to investigate budget and allocation information or discrepancies.
• Researches ad hoc costs using various SAP reports as requested by the Manager, Business Operations or Superintendents.
• Creates expense reports from receipts into Chrome…