Finance Specialist - Accounts Payable (TFT 1.0 FTE)

• 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.

• 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.

• 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)

• 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)

• 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.

• 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

• 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.

• 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.

• 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

• 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.

The Royal