Job Number: 2043
Job Type: Full-Time
Temp Contract Length:
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Financial
Number of Positions: 1
Department: Accounts Receivable Council and Administration Services Treasury
Division: Corporate Services
Hours of Work: 35
Union: CUPE 1883
Grade: CUPE 1883 Grade 007
Salary Range: $31.01 - $35.10 per hour
About Us!
The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.
Dish with One Spoon Wampum:
Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Recognizing our shared humanity and land
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.
Prepares invoices and client statements for accounts receivable due to the Region. Records payments and reconciles the A/R sub-ledger in a timely manner according to accounting and control procedures. Provides customer service to clients and follows up on outstanding accounts.
- Prepares invoices for goods and services (e.g., waste management fines/fees, water billing, police services, child care) and staff seconded to external agencies. Sets up and maintains customer accounts in A/R modules, including updating banking information for direct withdrawals, and maintaining electronic files (e.g., statements, collection letters). Processes and follows up on declined payments, overpayments, and payments made in error.
- Uploads water meter readings from water billing system to/from meter reading devices. Maintains meter reading devices and troubleshoots technical issues. Has contact with contractor regarding water meter readings.
- Reconciles and prepares daily bank deposits to the general account for payments received in excess of $350M annually (e.g., online, preauthorized debit, electronic funds transfer, credit card, cheques, cash). Enters payments in A/R modules.
- Uploads A/R sub-ledger into the general ledger account daily (e.g., invoicing, payments, finance charges, foreign exchange adjustments) and reconciles payments to bank deposit. Runs reports and queries to identify variances and make corrections. Processes journal entries into accounting system.
- Performs month end A/R duties, including applying un-applied payments and credit memos, opening/closing A/R modules, reconciling customer and general ledger accounts, and prepares monthly reports for management.
- Identifies and performs collections for overdue accounts. Sets up payment plans with customers per guidelines and limits, monitors payments/schedules, and updates customer account information. Recommends defaulting accounts to supervisor for further collection action (e.g., water shutoff, service cut-off, involvement of Legal Services). Contacts credit reporting and collection agencies when investigating credit applications and debtor files.
- Responds to customer complaints/inquiries. Assists customers to troubleshoot water billing issues, including reading water metres and identifying leaks. Assists with audit/auditor inquiries regarding payments and invoices.
- Processes landfill credit application forms, conducts credit checks and summarizes information for supervisor review/approval, and informs customers regarding status.
- Performs cash receipt control for departments receiving cash, ensuring pre-numbered receipts issued are accounted for, and provides summaries upon request from external auditors.
- Prepares information for management regarding overdue accounts. Processes write-offs approved by management and Council and prepares files for Legal Services.
- Provides training and support to other staff using the A/R system, as required.
- Participates in A/R module testing, documents system changes, and maintains training manuals.
- Provides customer account information (e.g., service cut-off, service arrangements) to other departments (e.g., Legal, Airport, Waste, Children’s Services, Transit, Water).
- Arranges servicing of office equipment, point of sale terminals, and meter reading devices.
- Maintains petty cash.
- Performs back up reception coverage for the Division.
- Performs related duties as assigned.
Knowledge, Skills, and Abilities
- Knowledge of finance and basic accounting principles, practices, and terminology, including accounts receivable processing and management, normally acquired through a diploma/degree in a related field (e.g., accounting, business) plus 1 year of general accounting experience and 2 years of specific accounts receivable experience, or an equivalent combination of education and experience such as a Grade 12 education plus 5 years of directly related accounting and accounts receivable experience.
- Knowledge of and ability to follow policies, procedures, generally accepted accounting principles, accounting rules, and banking guidelines and accepted practices.
- Ability to exhibit confidentiality and discretion in handling confidential information.
- Analytical, organization, and problem solving skills to organize daily work and meet deadlines; evaluate financial information (e.g., credit rating information, debtor information) to assess risk of granting credit; make recommendations regarding overdue accounts and credit applications; and verify daily deposit and cash totals.
- Communication and human relations skills to collect on overdue accounts; provide customer service; interact with other staff and provide training/support to others using the A/R module; respond to inquiries and complaints from customers, auditors, and creditors; and participate as an effective team member.
- Ability to read and understand credit reports, Council and Committee reports, and by-laws related to billing/collections processes. Ability to write notes, memos, and standard/customized letters.
- Computer skills with ability to use software such as Microsoft Office and financial modules, (e.g., Oracle, water billing and meter reading software).
- Must provide an acceptable Police Information Check (level 2) for bondability.
- Ability to travel within Waterloo Region.
- Ability to support and demonstrate the Region’s values
The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. The Region of Waterloo invites applications from all qualified individuals. We are strongly committed to employment equity, diversity and inclusion in the workplace and encourage applications from Black, racialized/visible minorities, Indigenous/Aboriginal people, women, persons with disabilities, and 2SLGBTQIA+ persons.
The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400, TTY number (519-575-4608) to request an alternate format.
Please note: candidates will be provided an update on their application Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).
