Finance Specialist - Accounts Payable (TFT 1.0 FTE)

To process accounts payable related transactions in both Canadian and US dollars for the Royal Ottawa Health Care Group, University of Ottawa Institute of Mental Health Research, Atlas Institute for Veterans and Families, and the Royal Ottawa Foundation for Mental Health in a timely and accurate manner.

Duties:

Process documents for payment to suppliers & employees in Canadian & US dollars:

Calculate conversion of foreign exchange to Canadian dollars as necessary

Process invoices, purchase orders, mileage and expense claims ensuring the appropriate policies are followed

Maintain updated vendor/clients names and addresses

Ensure supplier terms of payment are met for all invoices and all government statutory deductions

Process monthly leases

Process Clozapine invoices for all hospitals in Ontario

Review supplier statements to ensure all outstanding invoices have been paid and follow up as necessary

Set up Petty Cash requests and process replenishments

Reconcile and process credit card payments.

Enter invoices into computerized accounting system:

Select the appropriate vendor.

Review and verify invoice for accuracy, authorized signature, appropriate cost Centre and account numbers.

Obtain approval via email for recurring monthly invoices and open orders.

Record the appropriate tax code.

Calculate and enter the appropriate statistics from the source document.

Review mileage & expense claims to avoid duplicate payments

Create meaningful invoice numbers for expense claims to allow efficient tracking of payments

Record necessary information required for CRA T4A

Obtain CRA employee/employer survey if applicable

Cancel invoices and payments, allocate as required

Prepare appropriate remittances to accompany cheque(s).

Balance batch, and print reports.

Prepare computer generated cheques and electronic funds transfer:

Obtain cheques from designated custodian.

Print cheques

Match cheques with invoices reviewing for accuracy and forward to Director of Finance for approval

Match eft back up to eft register reviewing for accuracy and forward to Director of Finance for approval.

Distribute cheque(s)

Prepare computer generated cheques and electronic funds transfer:

Obtain cheques from designated custodian.

Print cheques

Match cheques with invoices reviewing for accuracy and forward to Director of Finance for approval

Match eft back up to eft register reviewing for accuracy and forward to Director of Finance for approval.

Distribute cheque(s)

Preparation of T2200:

Maintain statistic of employee mileage and dollars reimbursed on a calendar year basis

Complete applicable section on CRA T2200 and return to employee for submission to Revenue Canada.

Month End Transactions:

Create and update a worksheet to track invoices payments to facilitate a more accurate month end accrual journal entry.

Prepare monthly accrual journal entries for all accounts payable transactions for both dollars and statistics

Prepare monthly pharmacy drug usage journal entry

Maintain spreadsheets for uploading ap invoice details to general ledger.

Enter journal entries into computerized accounting system

File various documents handled in Accounts Payable:

Maintain accounts payable filing system for all companies and divisions

Maintain file of all authorized signatures

Maintain file of all accounts payable and general ledger documents located in off site storage facility

Record use of signature plates

Retrieve Accounts Payable documentation and re-file records for Analysts, Auditors, and Managers as requested.

File cancelled cheques.

Open and distribute department mail plus other hospital mails not address to a specific individual:

Date stamp all incoming mail and courier deliveries.

Distribute to individual Accounting staff members.

Open and re-direct hospital mail to the correct department.

Send out and receive Fax’s.

Miscellaneous:

Assist with annual audits.

Assist with grant reporting

Follow up to client, staff, internal and external inquiries in a timely manner.

Perform Cashier function for Royal Ottawa Place

Back up for ROMHC Cashier

Fixed Asset subledger data entry

Bi-weekly entry of time cards into computerized payroll system

Assist with annual inventory counts

Work in a manner that is in compliance with staff and patient/clients safety practices, policies and procedures of the ROHCG.

Ensures a work environment that is conducive to The Royal’s Anti-Racism, Harassment & Discrimination Free Workplace Policy.

Other duties as assigned

Qualifications:

OSSD(or equivalent) completed plus 2 year of community college diploma with an accounting major or equivalent education and experience.

2 years accounting experience in a computerized general accounting environment

Good office administration and organizational skills

Excellent communication, customer service skills, and interpersonal skills

Proficient in Microsoft Office programs and other industry software packages

Typing speed 35 net words per minute minimum

Flexible with the ability to work under pressure and meet deadlines

Ability to be discreet and maintain confidentiality

Ability to work independently without close supervision

English level A- is mandatory in oral expression, oral comprehension, reading comprehension and written expression. Bilingual is an asset.