Expense Associate

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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 Universitys 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 Universitys 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 place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

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 Métis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

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 or ext. 45935.