Payments Associate

5 days ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Payments Associate is accountable for the timely and accurate processing and recording payments of non-salary expenses to suppliers, employees and students. The individual is responsible for safeguarding the university’s assets, by adhering to established policies and procedures. Objectives are achieved by reviewing documentation, ensuring compliance, contributing to continuous improvement and influencing best practices.

**Responsibilities**:

- Review payment transactions for accuracy, appropriate documentation and authorization, in keeping with UW policies and procedures
- Issue payments to suppliers, employees, students and other individuals in various currencies using multiple payment methods
- Prepare foreign payment transactions, including IACH and wire payments
- Administer returned payments, void and re-issue, as required
- Identify and/or prepare journal entries related to disbursements, stale dating of payments, AP sub-ledger maintenance, etc.
- Resolve unusual or complex issues through interactions with the university’s bank, foreign payment service provider, management within Finance and other Accounts Payable team members

Maintain appropriate system configuration and accurate supplier account records:

- Update supplier payment addresses and banking information, ensuring that University control procedures are followed, and assist in resolving related issues
- Test the payments processes within the ERP system during scheduled upgrades/updates, ensuring the system is optimally configured for payment processing, and assist with issue resolution
- Keep abreast of new advances in the procure to pay process and participate in implementing process improvements, including, but not limited to, security enhancements and fraud prevention measures initiated by financial institutions
- Participate in the month-end/year-end close process

Provide advice, training and direction:

- Work with representatives campus-wide to ensure that university policies and procedures related to payment processing are understood and followed
- Investigate and 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 University’s account, outstanding invoices, or obtain information in order to issue payment

Other Duties:

- Participate in, and support other department projects, as required
- Distribute incoming invoices to Expense Associates for processing on a daily basis
- Provide administrative support, as required

Qualifications:

- Post-secondary courses in accounting or equivalent education and experience
- Previous experience in an enterprise-wide computerized accounting environment
- Previous experience in an Accounts Payable role within a Finance/Accounting department
- Demonstrated ability to prioritize and manage concurrent deadlines accurately and efficiently
- Excellent attention to detail
- Strong analytical and problem solving
- Excellent interpersonal, written, and verbal communication skills
- Tact, judgment, diplomacy and ability to handle confidential information are essential
- Demonstrated ability to work independently
- 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 to stakeholders with a limited background on financial matters

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 co-ordinated within our Office of Indigenous Relations.

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