Term: 8 Months
The Expense Associate is accountable for applying knowledge of policies and procedures to record non-salary expenses related to suppliers, employees and students. The University’s non-salary expenses require a broad understanding of allowable business expenses, accounting and tax issues, and the ability to apply professional judgment. Objectives are achieved by entering transactions, reviewing documentation, understanding policies and procedures, categorizing expenses, ensuring compliance, contributing to continuous improvement and influencing best practices.
Process vendor invoices and expense claims:
Ensure accurate and timely entry and processing of non-salary expenses related to suppliers, employees and students in various currencies
Review transactions for accuracy, appropriate documentation, authorization, and expense categorization in keeping with UW policies and procedures
Match supplier invoices to purchase orders and receiving documents, where required
Calculate appropriate tax rebates
Participate in the month-end/year-end close process; ensure tax and fiscal year end cut-offs are met
Reconcile statements of account from suppliers and resolve invoice holds
Process cash/travel advances and follow up with claimants to ensure timely settlement
Record invoices with a prepaid component according to established procedures
Maintain appropriate system configuration and accurate supplier account records:
Create new suppliers in ERP system and assist in resolving related issues
Participate in implementation of enhancements and/or troubleshooting of the ERP system, with the goal of ensuring the system is optimally configured for invoice processing
Keep abreast of advances in the P2P process and participate in process improvement initiatives
Provide advice, training and direction:
Work with representatives campus-wide to ensure that University policies and procedures are understood and followed
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
Participate in, and support other department projects related to year-end, process improvement, etc.
Provide administrative support as required
Post-secondary courses in accounting or equivalent education and experience
Previous experience in an enterprise wide computerized accounting environment
Fundamental understanding of Accounts Payable processes and procedures
Experience with invoice entry/matching in an Accounts Payable role is an asset
Demonstrated ability to prioritize and manage high-volume assignments accurately and efficiently
Excellent attention to detail
Strong analytical and problem solving, interpersonal, organizational and communication skills
Tact, judgment, and diplomacy are essential
Demonstrated ability to work independently and handle confidential information
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
Vaccination Requirement Statement:
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.
The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.
The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at email@example.com or 519-888-4567, ext. 45935.