Office Support Clerk Iii

2 months ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:40705

**Organization**

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

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

**Key Contacts and Reporting Relationships**
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.
- 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 River for approval by employee’s manager for all Branch employees with City P-Cards or employees who have made purchases on behalf of City business.
- Ensures compliance with Corporate Records Policy Number AF-011-01, saves records into VanDocs and ensures Manager finalizes digital copy and signs physical copies.
- Makes suggestions for process improvement as it relates to collecting labour/equipment hours data.
- Creates all branch eSAFs.
- Liaises with Organizational Health Case Managers for employees on sick leave and GRTW.
- Monitors sick leave that triggers the process to send a Fast Track Form. Prepares and sends Fast Track Forms to Org Health Case Manger, Corporate Payroll and Superintendent for employees who are off sick for >24

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