Senior Clerk (Finance Data )

Job Number: 4983
Job Type: Temporary Full-Time
Vacancy Reason: Backfill
Temp Contract Length: Contract is expected to end on July 23, 2027
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Financial
Number of Positions: 1
Department: Accounts Payable
Division: Corporate Services
Hours of Work: 35
Work Schedule: Monday to Friday from 8:30am to 4:30pm, Hybrid - 3 days at home, and 2 days in office or as per operational needs
Union: CUPE 1883
Grade: CUPE 1883 Grade 007
Salary Range: $31.71 - $35.89 per hour

About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.

Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

The Role

Delivers the expense reimbursement program for the Region, including receiving, reviewing, determining validity, paying, and recording employee and elected official expense claims per policy, legislation, and collective agreements. Reconciles employee and elected official travel advances to expense claims.

Verifies, processes, and inputs time and other information into the human resources information system (HRIS). Prepares and enters journal entries to the financial system as required.

Duties/Responsibilities

• Processes claims for reimbursement of employee and elected official expenses (mileage, meeting and parking expenses, training, tuition and education, professional memberships, conferences, conventions, seminars) through weekly and bi-weekly payrolls. Verifies information, reconciles receipts, and ensures claims are properly authorized and comply with collective agreements and policy. Follows up with employees and management as needed. Determines whether claims should be paid through payroll or other means (accounts payable, petty cash). Inputs data to the HRIS.
• Processes advances for conferences, conventions, and training and reconciles against expense claims submitted. Converts to Canadian currency as needed.
• Responds to general inquiries from client departments, employees, and elected officials.
• Prepares and enters journal entries to the financial system to make coding corrections to the general ledger and to accrue reimbursable expenses paid subsequent to year end.
• Prepares CRA vehicle expense claim forms (T2200) for Manager’s approval as requested. Compiles and inputs taxable benefit data to the HRIS for T4s.
• Inputs time and activity information to the HRIS for program areas not on the remote data entry system. Follows up for missing information and authorization. Verifies information, reconciles discrepancies, and makes corrections.
• Maintains a filing system and arranges offsite storage.
• Participates in initiatives such as research, updating forms and preparing reports.
• Prepares manual cheques in the absence of the Debt Records Assistant as required.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge and skills are acquired through a 2-year diploma in Business Administration or equivalent program with courses in accounting plus 2 years of directly related payroll and/or accounting experience.
• Knowledge and skill in finance and general accounting principles and procedures, including basic payroll procedures, and mathematical skills.
• Knowledge of and ability to comply with policies, procedures, collective agreements, and by-laws.
• Analytical, organizational, and problem-solving skills to ensure expenses are paid appropriately; calculate retroactive adjustments; prepare reports; reconcile advances against actual expense claims; and establish priorities and work independently within deadlines.
• Ability to provide clear, concise information, guidance, and explanations to employees, elected officials, and unions and participate as an effective team member.
• Computer skills with ability to use software such as Microsoft Office (Word, Excel), an HRIS, financial system (Oracle), and Crystal Reports.
• Ability to support and demonstrate the Region’s values.

Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.

We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• members of groups that commonly experience discrimination due to race, ancestry, religion and/or spiritual beliefs, or place of origin;
• persons with visible and/or invisible (physical and/or mental) disabilities;
• persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions

For questions or to request accommodations during your recruitment, onboarding or employment, please contact [email protected], or by calling our Service First Contact Centre at phone number (519) 575-4400.

Use of Artificial Intelligence in the Hiring Process: Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. However, applications will also be reviewed by a member of our Talent Acquisition team to ensure a fair and thorough assessment. AI does not make final hiring decisions.

Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).