Office Support Clerk III

4 weeks ago

Vancouver, Canada City of Vancouver Full time

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 hours. Attendance Management support: Prepares ATTM Calendars for Superintendents. Updates the EOI tracking spreadsheet with applicant names and seniority dates and emails results to Superintendent IIs. Prepares offer letters/confirmation of new position letters for internal position movement as the result of Expressions of Interest (50+/year). Supports onboarding new employees: Calls new hires to collect SIN and other personal details for eSAFs ahead of their first day. Completes the New Driver Orientation Preliminary electronic form for Driver Services for all new hires in advance of their first day. Prepares and reviews tax forms, direct deposit banking forms, benefits union cards, employee emergency contacts. Meets with all new employees on their first day to review payroll and benefits information and collect forms on their first day. Prepares TFT/Auxiliary hours worked reports for quarterly performance reviews. Prepares monthly Sick Time reports for monthly Form 1 Call Record audits. Researches and prepares a variety reports for union grievances, WSBC investigations, quota bank balances.  Other duties/responsibilities as assigned.


Qualifications

Education and Experience:

Completion of Grade 12 including or supplemented by courses in business, payroll or accounting and sound related experience, or an equivalent combination of training and experience. 

Knowledge, Skills and Abilities:

Thorough knowledge of business English, spelling, punctuation and math. Sound knowledge of the applicable policies, rules, regulations, procedures and practices which govern the department. Knowledge of accounting principles, disability management and payroll functions. Knowledge of or ability to use software such as Hansen and SAP. Intermediate proficiency using the following software: SAP (CATS). Ability to explain and interpret collective agreements and the application of policies and procedures. Attention to detail and strong analytical, problem solving skills. Ability to prepare operating and financial reports including the ability to make mathematical calculations. Ability to use various Microsoft Office suite products such as, Outlook, Word, Excel, OneNote, OneDrive. Ability to adhere to records control best practices using VanDocs, One Note, OneDrive and SharePoint. Ability to evaluate work methods and procedures and make suggestions for appropriate changes. Ability to deal effectively with the public and other staff by providing information and assistance. Ability to work effectively both independently and in a team environment. Ability to handle a varied workload in a busy environment with strict deadlines and frequent interruptions.  Strong organizational skills

Business Unit/Department:  Engineering Services (1300) 

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