Position Number(s) Community Division/Region(s) Inuvik

Transcription

1 IDENTIFICATION Department Northwest Territories Health and Social Services Authority Position Title Accounts Payable Clerk Position Number(s) Community Division/Region(s) Inuvik General Accounting/Beaufort-Delta PURPOSE OF THE POSITION The position is responsible for providing accounting and accounts payable services. The position is responsible for the accounting processes and all payables for a wide variety of vendors, service contracts, contribution agreements and service providers of the Northwest Territories Health and Social Services Authority (NTHSSA), ensuring disbursements are made according to contract terms, policies, procedures and guidelines. SCOPE The Authority administers health and social services to the approximately residents of the Beaufort-Delta region in the Northwest Territories. The Authority directly and contractually employs over 300 staff who deliver these services in 8 communities across the vast geographic area of the region. The Authority provides and supports the delivery of services to adults and children on an inpatient, outpatient and outreach basis through the Inuvik Regional Hospital (the Hospital), an accredited facility; seven community health centers; and fourteen other sites, including social services and dental therapy offices, a public health clinic, and various group homes. The annual operating budget for the Authority is in excess of $50 million. Reporting to the Manager of Finance, the Accounts Payable Clerk is located in the Finance/General Accounting Section of the Beaufort-Delta Region. The Beaufort-Delta Region serves 8 communities including Inuvik. The position works independently, scheduling their daily work tasks and methods. The Beaufort-Delta Region has an annual operating budget, in excess of $ 45,000,000. The August 1, 2016 GNWT Job Description Page 1 of 5

2 Beaufort-Delta Region directly and contractually employs 300+ staff delivering a multitude of programs over a vast geographic area comprising 8 communities. The organization depends on this position to ensure payments are made to, contractors, and contribution agreements following GNWT processes, policies and guidelines. The payables clerk must be aware of when payments are due for service contacts as well as contribution agreements and other service providers. Accuracy and timeliness are imperative as errors or delays can impact direct service provision. The position is responsible for verifying and processing all expenses of the region. The incumbent ensures proper spending authority on accounts payable invoices and is responsible for supplier statement reconciliation and dealing with discrepancies that may arise. The position may at times be required to help with other functions in the finance and general accounting office during staff shortages. REPORTING STRUCTURE 1. Position Supervisor: This position reports to Manager of Finance and Materials Management. RESPONSIBILITIES 1. Accounts Payable Processes Prepares and processes all manners of accounts payable items including contract payments, foster care payments, staff travel claims, direct payment items, and invoicing for items acquired through materials management. Maintains accounts payable batch file system as well as relevant vendor files for analysis and audit purposes. Works closely with the Supervisor of Materials Management to reconcile any invoice discrepancies emanating from materials management. Works closely with program managers to ensure all expenditures are approved by expenditure authority and properly coding for budget and reporting accuracy. Reviews all expenditures and brings any items forward that are not properly approved, not in accordance with policy, or inconsistent with previous purchases or vendors. Reconciles vendor accounts and is the first point of contact for all accounts payable vendor enquiries coming into the organization. Works directly with vendors to resolve outstanding account payment issues. Distributes payments and maintains payment distribution records in accordance with policies and guidelines. Processes and audits staff travel claims for duty and educational travel purposes. Ensures all travel is properly authorized, properly coded and submitted in a timely fashion. Ensures reimbursements of expenses are in accordance with current policies and procedures. August 1, 2016 GNWT Job Description Page 2 of 5

3 2. Performs required control procedures and audit processes Assists Manager of Finance with preparing monthly finance reports including preparing and entering journal entries and the reconciliations of asset and liability accounts. Ensure all contract documents are in order, outstanding payments are accrued and contractor's confirmations are on file. Identity and record bank entry transactions to facilitate completion of the monthly bank reconciliation process. Performs special account analysis from time to time. Assists with special projects, particularly software system upgrades from time to time. Assists with inventory control and reconciliation. Ensure accurate cut off of vendor payments for fiscal year end. Assist and work with external financial auditors as directed and necessary to ensure all legislated requirements of the Authority are met and maintained. Ensures signature specimens are up to date and accurate. Review Visa statements for accuracy and ensures proper timely reporting is competed by managers. 3. Prepares and submits the GST return and rebates to revenue Canada in accordance to the terms of GST regulation, and in a timely manner so as to avoid penalties. Reviews GST accounts for correctness monthly and makes necessary adjustments to ensure activity is accounted for. Prepare return and process remittance prior to month end. Calculate and process rebate entry. Process journal entry to record the receivable in the general ledger. 4. Other duties as directed Provides relief services to accounts receivable and accounts payable clerk. Special projects or tasks as directed from time to time by Manager of Finance or Director of Finance and Operations. 5. Work Place Health and Safety: Employees of the Authority are committed to creating and maintaining a safe and respectful workplace for employees and patients/clients. Building a safe and respectful workplace is everyone's responsibility. All employees and contractors have a professional and personal responsibility to perform their duties to health and safety regulations, standards, practices and procedures. All stakeholders (management, staff, Union of Northern Workers, and Workplace Safety and Compensation Commission) need to ensure our Workplace Health and Safety Committee works effectively, with a shared purpose of continuous quality improvement in health and safety. All Managers play an active role in workplace health and safety through their daily management: identifying prevention opportunities, ensuring staff are trained in Risk August 1, 2016 GNWT Job Description Page 3 of 5

4 Monitor Pro, investigating potential risk and accidents, and applying timely corrective measures. A healthy workplace, where employees can prove quality service under safe conditions, is the right thing to do and makes good business sense. WORKING CONDITIONS (Working Conditions identify the unusual and unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent.) Physical Demands No unusual physical demands. Environmental Conditions No unusual environmental conditions. Sensory Demands No unusual sensory demands. Mental Demands There are mental demands of dealing with time lines involved with the accounts payable/contractual processes and verifying the correctness and accuracy of the information. There is a high volume of transactions, which would require the incumbent to be extremely organized to ensure that the work is completed accurately and in a timely manner. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of computers and applications, including spreadsheets, accounting programs, communications programs, word processing, database applications and mainframe and/or on line systems. Knowledge and understanding of Financial Administration regulations and policies, purchasing policies, contract terminology, and general business processes. Knowledge of financial accounting theory including analysis and reconciliation processes. Strong computer skills and proficiency in software applications as listed above. Effective communication and interpersonal skills. Ability to work independently and as part of a finance team. Organization skills, time management skills, prioritizing skills. Ability and aptitude to deal with the public in a positive manner in sometimes stressful situations. August 1, 2016 GNWT Job Description Page 4 of 5

5 Typically, the above qualifications would be attained by: Completion of a 1-year certificate program in accounting and previous finance/accounting related and relevant experience (2 years). ADDITIONAL REQUIREMENTS Beaufort-Delta Regional Requirements Experience in a health based setting would be an asset. Position Security (check one) No criminal records check required Position of Trust criminal records check required Highly sensitive position requires verification of identity and a criminal records check French language (check one) French required French preferred French not required August 1, 2016 GNWT Job Description Page 5 of 5