Finance Specialist

2 weeks ago

Ottawa, Canada The Royal Ottawa Mental Health Centre Full time

**Position Information**

**Posting Number**:

- ROM24-467E

**Title**:

- Finance Specialist - Accounts Payable (RFT 1.0 FTE)

**Position Status**:

- Regular Full-time

**FTE**:

- 1.0

**Job Schedule**:

- Days

**Department**:

- Finance

**Union**:

- CUPE Local 942

**Site**:

- Royal Ottawa Mental Health Centre

**About The Royal**
- As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education._

To process accounts payable related transactions in both Canadian and US dollars for the Royal Ottawa Health Care Group, University of Ottawa Institute of Mental Health Research, Atlas Institute for Veterans and Families, and the Royal Ottawa Foundation for Mental Health in a timely and accurate manner.

**Duties**:
**Process documents for payment to suppliers & employees in Canadian & US dollars**:

- Calculate conversion of foreign exchange to Canadian dollars as necessary
- Process invoices, purchase orders, mileage and expense claims ensuring the appropriate policies are followed
- Maintain updated vendor/clients names and addresses
- Ensure supplier terms of payment are met for all invoices and all government statutory deductions
- Process monthly leases
- Process Clozapine invoices for all hospitals in Ontario
- Review supplier statements to ensure all outstanding invoices have been paid and follow up as necessary
- Set up Petty Cash requests and process replenishments
- Reconcile and process credit card payments

**Enter invoices into computerized accounting system**:

- Select the appropriate vendor.
- Review and verify invoice for accuracy, authorized signature, appropriate cost centre and account numbers.
- Record the appropriate tax code.
- Calculate and enter the appropriate statistics from the source document.
- Review mileage & expense claims to avoid duplicate payments
- Create meaningful invoice numbers for expense claims to allow efficient tracking of payments
- Record necessary information required for CRA T4A
- Obtain CRA employee/employer survey if applicable
- Cancel invoices and payments, allocate as required
- Prepare appropriate remittances to accompany cheque(s)
- Balance batch, and print reports.

**Prepare computer generated cheques and electronic funds transfer**:

- Obtain cheques from designated custodian.
- Print cheques
- Match cheques with invoices reviewing for accuracy and forward to Director of Finance for approval
- Match eft back up to eft register reviewing for accuracy and forward to Director of Finance for approval.
- Distribute cheque(s)

**Prepare computer generated cheques and electronic funds transfer**:

- Obtain cheques from designated custodian.
- Print cheques
- Match cheques with invoices reviewing for accuracy and forward to Director of Finance for approval
- Match eft back up to eft register reviewing for accuracy and forward to Director of Finance for approval.
- Distribute cheque(s)

**Preparation of T2200**:

- Maintain statistic of employee mileage and dollars reimbursed on a calendar year basis
- Complete applicable section on CRA T2200 and return to employee for submission to Revenue Canada.

**Month End Transactions**:

- Create and update a worksheet to track invoices payments to facilitate a more accurate month end accrual journal entry.
- Prepare monthly accrual journal entries for all accounts payable transactions for both dollars and statistics
- Prepare monthly pharmacy drug usage journal entry
- Maintain spreadsheets for uploading ap invoice details to general ledger.
- Enter journal entries into computerized accounting system

**File various documents handled in Accounts Payable**:

- Maintain accounts payable filing system for all companies and divisions
- Maintain file of all authorized signatures
- Maintain file of all accounts payable and general ledger documents located in off site storage facility
- Record use of signature plates
- Retrieve Accounts Payable documentation and re-file records for Analysts, Auditors, and Managers as requested.
- File cancelled cheques.

**Open and distribute department mail plus other hospital mails not address to a specific individual**:

- Date stamp all incoming mail and courier deliveries.
- Distribute to individual Accounting staff members.
- Open and re-direct hospital mail to the correct department.
- Send out and receive Fax’s.

**Miscellaneous**:

- Assist with annual audits.
- Assist with grant reporting
- Follow up to client, staff, internal and external inquiries in a timely manner.
- Perform Cashier function for Royal Ottawa Place
- Back up for ROMHC Cashier
- Fixed Asset subledger data entry
- Bi-weekly entry of

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