Senior Clerk (Finance Data )

The Role

Delivers the expense reimbursement program for the Region, including receiving, reviewing, determining validity, paying, and recording employee and Councillor expense claims in accordance with Regional policies, Provincial and Federal legislation and collective agreements. Reconciles employee and Councillor travel advances to expense claims. Verifies, processes, and inputs time sheet and other information into the human resources information system (e.g., Banner). Prepares and enters expense claim specific journal entries to the financial system as required.
 

Duties/Responsibilities

• Processes approximately 450–600 claims monthly, for reimbursement of employee and Councillor expenses, such as mileage, meeting and parking expenses; staff training, tuition and education; professional memberships; conferences; conventions; and seminars through weekly and bi-weekly payrolls.  Verifies information, reconciles receipts, and ensures claims are properly authorized and adhere to applicable collective agreement and corporate financial policy requirements; follows up with employees or supervisors, as necessary.  Determines whether claims should be paid through payroll or other means, such as accounts payable or petty cash.  Inputs pertinent data into Banner system.
• Processes advances for all conferences, conventions, and staff training and reconciles advances against actual expense claims submitted following the event.  Converts foreign currency expenses to Canadian currency, as necessary.
• Responds to general inquiries from client departments, employees, and/or Councillors regarding expenses.
• Prepares and enters journal entries into the financial system to record any necessary coding corrections to the general ledger and to accrue, at year end, any payments of employee and Councillor reimbursable expenses paid subsequent to year end.
• Prepares Canada Revenue Agency vehicle expense claim forms (T2200) for approval and signature of the Manager, Treasury Services for Regional employees, as requested, by generating reports from Banner.  Compiles and inputs taxable benefit data into the payroll information system, for the purpose of including taxable benefits on the annual T4 form.
• Inputs time sheet and activity card information into the payroll information system for program areas not on the remote data entry system, such as Library, Airport, and MobilityPLUS.  Takes appropriate action when information is missing or when time/activity sheets are not properly authorized.  Runs edit check to verify validity of input information; reconciles discrepancies and inputs corrections, as required.
  Maintains a filing system for employee expense claims.  Creates new files, files documents, and arranges off-site storage of semi-active files.
• Participates in program initiatives, such as calculations of retroactive adjustments to expenses paid, surveys of other municipalities, update of standard employee expense claim forms, research of related issues through Canada Revenue Agency, and the preparation of special reports on reimbursable expenses.
• Prepares manual payroll cheques in the absence of the Debt Records Assistant, as required.
• Performs related duties, as assigned.
   

Knowledge, Skills, and Abilities

• Knowledge of finance and general accounting principles and procedures, including basic payroll procedures, and mathematical skills normally acquired through the attainment of a 2-year Community College Diploma in Business Administration, including courses in Accounting, or equivalent, plus 2 years of directly related payroll and/or accounting experience.
• Knowledge of specific Regional accounting policies and procedures, including the Financial Management By-Law, employee expense policies, and relevant portions of collective agreements.
• Analytical, organizational, and problem solving skills in order to apply relevant policies and collective agreements, make independent decisions regarding claims, and ensure expenses are paid appropriately; calculate retroactive adjustments; prepare special reports; reconcile advances against actual expense claims; and to establish priorities and work independently within fixed deadlines.
• Ability to read, interpret, and accurately apply Regional policies, expense claim guidelines, and applicable collective agreements.
• Ability to provide information, guidance, and explanations in a clear and concise manner to Regional staff, Councillors, and union representatives regarding reimbursement of expense claims.
• Communication skills in order to interact with Regional staff, using tact and diplomacy, particularly when rejecting a claim or requesting additional information; and to participate as an effective team member.
• Skill in the operation of a computer, using payroll and financial related software, such as a human resources information system (Banner), a financial system (Oracle), and Crystal Reports; as well as Microsoft Word and Excel.
• Ability to support and demonstrate the Region’s values.