Officer, Executive Expense Claims, Reporting

3 weeks ago

Ottawa, Canada Canada Post - Postes Canada Full time

Job Requisition Id: 166090
Business Function: Sourcing Management
Primary City: Ottawa
Province: Ontario
Employment Type: Full-Time
Employment Status: Permanent
Language Requirement: English Essential
Number of Vacancies: 1
Job Closing Date : 02/24/2023

The Officer, Executive Expense Claims, Reporting and Compliance controls, manages, maintains and administers all executive employee expense claims. Performs reviews to ensure employee expense claims are processed according to corporate policies and guidelines and comply with regulatory reporting requirements. The Officer is responsible to ensure that all executive employee expense claims are fully supported by the required documentation. The position calls for significant discretion, as the incumbent will primarily be dealing with employee expense claims from senior executives, board members and the President’s office as well as all other employees of the Corporation on an adhoc basis.

**Responsibilities**:
Below are the main job requirements and responsibilities for the Officer, Executives Expense Claims, Reporting and Compliance:

- Acts as a single point of contact for all employee expense claims originating from the President’s office, senior executives and the Board of Directors.
- Protects highly confidential data contained on executive employee expense claims (herein called executive claims) for all Canada Post executives. This includes confidential information related to meetings and activities that involve bargaining, negotiations, knowledge of executive travelling plans, contingency planning etc.
- Manages, administers and reviews all support documentation provided to support executive claims.
- Monitors the integrity, confidentiality and the availability of all executive employee expense claim transactions in SAP.
- Provides advice, guidance and direction to the executives of Canada Post, board members and the President’s office regarding the completion and processing of employee expense claims and policies and guidelines.
- Generates reports of employee expense claims in SAP to identify unusual transactions, trends, non-compliance and compliance with legislative reporting requirements such as: Pro-active travel, pro-active hospitality, yearly spend, pre-approval vs actual cost, domestic & International travel etc.
- Prepares monthly reconciliations of executive employee claims processed. Identifies, investigates and resolves discrepancies and anomalies on a daily basis.

**Job Responsibilities (continued)**:

- Deals directly with executives or executive administrative assistants to resolve issues with executive employee expense claims. Provide guidance and assistance on entering pre-approvals and or expense claim details (executive travel and/or events) in the travel system, including adequate documentation of activities. These activities may to relate to: collective bargaining, negotiations, sensitive executive travelling plans, contingency planning etc.
- Ensures that all outstanding employee expense claims have been processed prior to the departure of the employee and that all supporting documentation has been submitted.
- Maintains a thorough knowledge of the travel and Hospitality policies, Corporate Financial guidelines and internal controls. Liaise with various stakeholder groups (HR, Compliance, Relocation etc ) to clarify and resolve issues regarding the interpretation of the policies.
- Provides feedback and recommendations on new methods and/or procedures to the process owners for the expense claims in regards to potential updates, clarifications, interpretations, additions, deletions, etc.
- Performs verification and reporting on a sample of other employee claims.
- Performs other related duties, such as acting on behalf of the Manager in his/her absence for issues regarding executive employee expense claims. Assist internal and external auditors with audits on the executive employee expense claims including overall policy compliance.

**Qualifications**:
**Education**
- Completed post-secondary, preferably in a related field OR a combination of equivalent professional experience and training

**Experience**
- 1 to 3 years of relevant functional experience
- One or more years of experience in a unionized environment an asset
- Proficient computer skills and competent with Microsoft Office programs with intermediate to advance skills in Excel
- Strong oral and written communication, analytical, and customer service skills
- Attention to detail and focus on accuracy of data
- Strong interpersonal skills with an ability to build and maintain relationships
- Knowledge of employee expense claims and business travel policies an asset
- Basic understanding of SAP is considered an asset
- Ability to speak, read and write in French is an asset

**Other Information**:
**Hybrid Workplace**
Your Official Work Location for this position at Canada Post is 2701 Riverside Drive, Ottawa, ON., K1A 0B1. Based on Canada Post's Hybrid Workplace

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