Job List
Job Title:EXPENSE MODULE CLERK
Requisition #:079424
Job Location:Canada-British Columbia-Burnaby
Department:Accounts Payable
Job Type:Regular, Full Time
Start Date of Employment:21-Jan-2019
Posting Date:11-Jan-2019
Work Days:Mon, Tue, Wed, Thu, Fri,
Hours of Work:07:30 - 15:30
Work Site:1795 Willingdon Avenue, Burnaby
Salary/Rate:$23.93/Hour

Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Accounts Payable Coordinator, the Expense Module Clerk oversees the timely and accurate processing of Employee Expense Claims.  The Expense Module Clerk is responsible for the review, pre-audit, payment and post audit of all Expense Claim submissions, including investigation and recovery of duplicate claim submissions.  Duties include supporting PHSA staff to enter and update claims in the Expense Module, pre-audit and post audit of claims, and reconciling designated accounts.  Provides direction and support to AP Staff as required, to process paper based claims.

Duties/Accountabilities:

1.    Reconciles and analyzes designated accounts such as travel advance, relocation expense, and AP expense Sub-Ledger accounts by performing tasks such as reviewing, extracting and interpreting information and identifying trends and/or problems and preparing related reports.  Identifies problems or discrepancies and takes corrective action.  Prepares period end and year-end working papers as required for audit purposes for approval by the manager.

2.    Performs pre-audit review of expense claims per established office guidelines to provide additional assurance that expenses meet organizational policy prior to payment.  Identifies problems, discrepancies and takes corrective actions, such as denying/returning non-compliant claims to employee and or approver for further details or escalated authorization.

3.    Performs random post-audit review of expense claims and submits results to AP Manager for reporting to PHSA Corporate Finance.

4.    Assists with duplicates review and recovery of duplicate payment by performing tasks such as investigating claims to identify duplicate submissions which require deletion or recovery of overpayment.  Initiates, monitors and follow-up on recovery of duplicate payments.  Provides feedback to Analyst or Manager to reduce duplicate submission of expense claims such as training/communication to staff or improve analytical tools for detection of duplicates.

5.    Investigates and reroutes expense claims for alternate approval when necessary, such as retirement gifts, Financial Signing Register failures, dual approvals or manual approvals.

6.    Prepares journal entries to record any adjustment entries related to Expense Processing. Journal entries are provided to AP Manager or designate for review and approval.

7.    Over-sees and reviews manual expense claims processed by AP processing staff as part of the Pre-Audit process for paper-based expense claims.

8.    Provides support to PHSA staff related to Expense Claims processing and trouble shooting, with technical assistance from the Analyst as required.  This includes assisting staff with delegation set-up within the Expense Module as required.  Provides dedicated support via a dedicated email box and phone line.

9.    Provides support to Vendor Team related to wire and on-line payments as required.

10.    Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

•    Grade 12, successful completion of a recognized accounting course and three years' recent related experience or an equivalent combination of education, training and experience.

Skills and Abilities

•    Ability to keyboard at 45 w.p.m.
•    Ability to communicate effectively both verbally and in writing.
•    Ability to deal with others effectively.
•    Physical ability to carry out the duties of the position.
•    Ability to supervise.
•    Ability to organize work.
•    Ability to operate related equipment.

Privacy Policy

Provincial Health Services Authority (PHSA) respects your right to privacy and takes seriously its responsibilities regarding the collection, use and disclosure of your personal information. Personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act of BC, section 26 (c). The personal information that we collect from you or about you when applying for a job with PHSA will be used to assess your qualifications and suitability as a potential employee of PHSA, as well as for the purposes of recruitment and onboarding. We may also collect and use additional personal information provided by you or your references in the course of the evaluation and hiring process that will become part of your employment file if you are a successful candidate.

Your contact information, education and experience, desired job location and pay information, eligibility and availability, core skills, job functions, getting to know you responses, resumes, cover letters, references, pre-screening questionnaire responses and job application history is recorded in PHSA’s third-party applicant tracking system (“Brainhunter”)in Canada indefinitely and will be shared with our staff on a “need to know” basis. If you require access to your data, PHSA can provide a printout of your data and job application history. We do not sell or rent the information you provide to us to third parties. However, we do contract with a service provider to assist us in maintaining and managing our databases and to communicate with job applicants. We do not authorize this third party to make any other use of your information.

The service provider (“Brainhunter”) allows the option for you to delete your account after signing into the system. Before deletion you are advised with a warning. Your record is permanently purged / deleted from the respective site and the record will not be available in any searches. The job will have only the respective application information that you made previously.

To view the third party vendor privacy policy please refer https://www.brainhunter.com/EN/Privacypolicy.html.

Under certain circumstances, some personal information may be disclosed pursuant to the Freedom of Information and Protection of Privacy Act of B.C. For example, where we believe in good faith that the law requires disclosure of such information in response to legal process and law enforcement rights. Security measures have been integrated into the design, implementation and day-to-day operating practices as part of PHSA's continuing commitment to the protection of personal information it holds. View our PHSA Privacy Policy.

If you have any questions about the management of your personal information during the recruitment process, please contact the Manager, Talent Acquisition at 604-875-7251, toll free 1-866-744-7363 or #260 – 1770 West 7th Avenue, Vancouver BC, V6J 4Y6. You may also contact External Recruitment at careers@phsa.ca.