Accounting & Internal Control Clerk

Job Function

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Maintain internal control for financial processes, systems, validate invoices and initiate payments and other charges. Review and process bank drafts, wire funds and initiate stop payments and copies of cheques cashed. Investigate and resolve processing errors/issues.

Job Description:

1. Validate invoices, initiate and process payments for financial internal control processes, systems and reports. Contact vendors for clarification and adjustment when questions and discrepancies arise about amounts invoiced. Refer significant or unusual issues to Supervisor or other authority for direction. Ensure that approvals are obtained in a timely manner to avoid penalty charges. Prepare accounting journals to correct, update and complete the process. Compile data and prepare accruals at year end in accordance with accounting procedures.
2. Review and process bank drafts, wire funds and initiate stop payments and copies of cheques cashed. Ensure costs are allocated and distributed to appropriate accounts and that the resource type is correct. Initiate corrections and changes to allocations, as required. Investigate and resolve any outstanding discrepancies. Maintain and monitor the minor fixed asset numbers in RAPPS FA for processing non-PO transactions. Maintain control of all accounting records, files, reports, manual or computerized, for further reference or audit trail purposes.
3. Investigate and resolve processing errors/issues with corporate staff such as cancel invoices, monitor for non-payment due to blocks from payment and follow up on invalid accounts. Contact vendors and internal sources to resolve credit notes and purchase order discrepancies. Verify that all requests for these transactions are approved by appropriate authorities in accordance with the organizational authority system.
4. Monitor unresolved payables and follow up with buyers/requitioners or vendors maintaining procedures for processing of invoice payments including appropriate correspondence to expedite payment and operating the computerized financial system.
5. Receive, prepare and review material for compliance with Hydro One corporate policy and government legislation related to the travel, meal and hospitality expenses for senior management, the Board of Directors and designated employees for public disclosure on the external Hydro One website and for the submission to the Government of Ontario Integrity Commissioner, the Minister of Energy and Infrastructure and the Audit and Finance Committee of the Board of Directors. Respond verbally and/or issue routine or standard letters/responses within general business time requirement and within tight timelines for submissions to government.
6. Update, retrieve and maintain material compliant information/data on a regular basis within computerized database systems. Prepare summary reports and various presentation data such as spreadsheets, graphs and charts, as required.
7. Provide clerical services to the Supervisor and others in the Department including: word processing (e.g. preparing financial documents, reports, correspondence, authorizations, charts, presentations and correspondence); excel, (e.g. accumulating financial information for analysis) filing and electronic retention in SharePoint; records/manuals maintenance; processing documents such as invoices and other payments.
8. Assign, check results and provide advice and instruction on work performed by staff assigned to assist in work activities. Refer personnel matters to Supervisor.
9. Perform other duties as required.

Selection Criteria:

Education:

• Requires a knowledge of accounting principles related to the validation of invoices, journal transfers, cost monitoring and account distributions.
• Requires a knowledge of computer technology to utilize application programs for the production of various reports and for inputting, extracting and updating data.
• Requires a good knowledge of English to communicate effectively with internal and external personnel and prepare statistical reports.This knowledge is considered to be normally acquired either through the successful completion of Grade XII in a secondary, commercial or technical school, or by having the equivalent level of education.

Experience:

• Requires experience to be familiar with the practices and procedures relative to the accounting and cost control systems.
• Requires experience to be familiar with business practices and office procedures to assimilate data, maintain records and to handle details associated with office operations. Requires experience to be familiar with the organization, interrelationships between departments and internal and external contacts to interpret the needs of the Department.
• Requires experience with various software applications such as Excel, SharePoint and PowerPoint and from various financial and accounting data systems.A period of up to four years is considered necessary to gain this experience.