Clerk Ii

Clerk II (Accounts Payable)

**Job Number**:1662

**Job Type**: Temporary Full-Time
**Temp Contract Length**: 18 months
**Location**: 150 Frederick St - Regional Admin Headquarters
**Job Category**: Financial
**Number of Positions**:1
**Department**: Accounts Payable
**Division**: Corporate Services
**Hours of Work**: 35
**Union**: CUPE 1883
**Grade**: CUPE 1883 Grade 005
**Salary Range**: $28.21 - $31.92 per hour**About Us**

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

Dish with One Spoon Wampum:
- Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Recognizing our shared humanity and land
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
- This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

**The Role**
- To code, match, and process for payment, with appropriate purchase order and receiving report authorizations, all invoices received by the Region, and to investigate and resolve related and non-routine problems and suggest permanent solutions; to liaise with suppliers and client departments to ensure all invoices are processed in an efficient and timely manner; to process monthly pays for private home child care providers and purchase of service child care centres.

**Duties/Responsibilities**
- Receives and sorts payment documents from vendors and/or client departments; forwards to client departments, where necessary. Reviews payment documents to ensure appropriate authorization and complete information; notifies appropriate client department when required information is missing or returns documents to client departments for correction/completion.
- Processes Canadian and United States payments directly on a computer by key punching matched invoices on a terminal. Investigates and reconciles discrepancies by conducting follow-up checks on accounts of items received, corresponding with vendors, and consulting with appropriate client department staff. Stamps and codes all paid invoices for filing. Ensures that all cheques and inserts are properly directed and/or mailed.
- Ensures that quantities of the goods received as described in invoice are the same as described in departmental receiving report and that the goods have been certified as being received in good order; that correct unit prices have been charged; that total prices shown are accurate; and that appropriate discounts have been deducted, where applicable.
- Checks edits (computer print-out of payments) to correct any errors and to balance payments weekly. Ensures that the weekly menu report is run and verified for corrections, thus allowing final weekly edit to be run.
- Cancels issued cheques when required. Prepares required financial documentation to correct the error. Re-issues cheques, as required.
- Calculates and processes payments to private home child care providers and purchase of service child care centres. Corrects errors in data supplied by private home child care providers; occasionally verifies information with Caseworker III (Home Child Care). Determines payment methods based on Home Child Care payment policies. Inputs all information into the Ontario Child Care Management Systems (OCCMS). Files and maintains records of adjustments and enters adjusted data to system monthly to ensure statistical information required by government agencies is current and correct. Prepares files for offsite storage, as required. Provides credit reference data and monthly income letters for child care providers.
- Maintains the Accounts Payable (A/P) Utility System for payment of utilities for all Regionally owned facilities. Completes a utility audit annually.
- Responds daily to inquiries or complaints from staff and vendors regarding late payments, lost or missing cheques, lost purchase orders, discrepancies in payments, incorrect purchase order numbers. Works with client departments, vendors, home child care providers, and/or banks to investigate and resolve non-routine payment problems. Provides payment alternatives. Analyzes payment problems to determine the cause; corrects the problem or makes recommendations to supervisor for resolution.
- Assists with the Materials Management physical inventory count by counting inventory, entering related data, inputting A/P information, and resolving physical count differences and related A/P discrepancies. Prepar