Accounts & Billing Coordinator - City of Vancouver, Vancouver

The Opportunity

Are you seeking administration jobs in Vancouver with a meaningful impact? The City of Vancouver, consistently ranked among the world’s most liveable cities, invites you to explore this vital Accounts & Billing Coordinator role within its Sanitation Operations Branch. This position is central to managing the financial transactions and ensuring the smooth business operations of a key public service. As part of the City of Vancouver careers, you will join a dedicated team committed to exceptional public service, sustainability, and an outstanding quality of life for all residents. This is an excellent opportunity for professionals looking for City of Vancouver jobs Vancouver offers, where your ability to manage complex financial numbers and prepare essential reports will directly support critical infrastructure.

Reporting to the Manager, Business Operations, this role involves close collaboration with various internal teams, including Sub-Foremen, Superintendents, Financial Analysts, and HR. You will play a key role in maintaining accurate financial records, allocating costs for labour and equipment, and supporting the overall financial health of Sanitation Services.

Responsibilities

The Accounts & Billing Coordinator performs a wide range of duties crucial for the financial and administrative functions of Sanitation Operations. Key responsibilities include managing billing and accounts, as well as providing essential operational and administrative support, ensuring all financial numbers are accurate and processes are efficient.

• Enter data into SAP (CATS) from operations time sheets, charging labour hours to activity rates and job numbers.
• Collect missing or erroneous information from labour and equipment time sheets to meet deadlines.
• Enter hours charged to equipment activity rates and job numbers into SAP (Activity Allocations).
• Prepare Bi-Weekly Time Data Reports for two bargaining units plus exempt staff.
• Research missing activity numbers for equipment using FMS M15 Lease and Billing Reports.
• Review monthly FMS Lease and Billing Reports and Equipment Clearing Cost Centre Reports from SAP.
• Initiate the process of setting up new equipment activity numbers and hourly rates, calculating rates in coordination with the Equipment Superintendent.
• Review hours allocated to equipment clearing cost centres in SAP and notify relevant managers of necessary adjustments to hourly rates.
• Create Work Orders using appropriate WBS based on information from Sub-Foremen, Event Organizers, or FASE.
• Review Special Events cost summary documents for accuracy with correct charge numbers.
• Execute a Network Report in SAP and reconcile labour, equipment, materials, and other costs with the cost summary.
• Prepare and send Invoice Request Forms to Accounts Receivable or process Journal Vouchers (JVs) in SAP for event debit and credit details.
• Create shopping cart requisitions to initiate Purchase Orders for approval in SAP by the Branch Manager.
• Monitor PO balances to ensure funds are available for vendor payments and take action to add or request funds.
• Audit Network numbers quarterly with the Manager, Business Operations and Superintendents to review actual costs and determine network status.
• Close Network numbers in SAP.
• Reference the Chart of Accounts to research and identify reports for various requests.
• Prepare Cost Centre summary reports to investigate budget and allocation information or discrepancies.
• Research ad hoc costs using various SAP reports as requested by management.
• Create expense reports from receipts into Chrome River for approval for all Branch employees with City P-Cards or those making purchases for City business.
• Ensure compliance with Corporate Records Policy, saving records into VanDocs and ensuring digital and physical copies are finalized.
• Make suggestions for process improvement related to collecting labour and equipment hours data.
• Create all branch eSAFs.
• Liaise with Organizational Health Case Managers for employees on sick leave and Graduated Return to Work (GRTW).
• Monitor sick leave triggers and prepare/send Fast Track Forms to Org Health Case Manager, Corporate Payroll, and Superintendent for employees off sick for over 24 hours.
• Provide Attendance Management support by preparing ATTM Calendars for Superintendents.
• Update the EOI tracking spreadsheet with applicant names and seniority dates, emailing results to Superintendent IIs.
• Prepare offer letters/confirmation of new position letters for internal position movement resulting from Expressions of Interest.
• Support onboarding new employees by collecting SIN and personal details, completing New Driver Orientation forms, preparing and reviewing tax forms, direct deposit forms, benefits union cards, and emergency contacts.
• Meet with new employees on their first day to review payroll and benefits information and collect forms.
• Prepare TFT/Auxiliary hours worked reports for quarterly performance reviews.
• Prepare monthly Sick Time reports for monthly Form 1 Call Record audits.
• Research and prepare a variety of reports for union grievances, WSBC investigations, and quota bank balances.

Skills and Experience

To succeed in this Accounts & Billing Coordinator role, candidates must demonstrate a strong foundation in administrative and financial practices, coupled with the ability to manage a dynamic workload. The City of Vancouver is looking for individuals with meticulous attention to detail and a proactive approach to supporting essential operations.

• Completion of Grade 12, supplemented by courses in business, payroll, or accounting, or an equivalent combination of training and experience.
• Thorough knowledge of business English, spelling, punctuation, and mathematics.
• Sound knowledge of applicable policies, rules, regulations, procedures, and practices governing the department.
• Knowledge of accounting principles, disability management, and payroll functions.
• Considerable knowledge of software related to the work, specifically Hansen and SAP.
• Ability to explain and interpret collective agreements and apply policies and procedures.
• Strong analytical and problem-solving skills with meticulous attention to detail.
• Ability to prepare operating and financial reports, including making accurate mathematical calculations.
• Proficiency in various Microsoft Office suite products, including Outlook, Word, Excel, OneNote, and OneDrive.
• Ability to adhere to records control best practices using VanDocs, OneNote, OneDrive, and SharePoint.
• Ability to evaluate work methods and procedures and suggest appropriate changes.
• Ability to deal effectively with the public and other staff, providing information and assistance.
• Ability to work effectively both independently and in a team environment.
• Ability to handle a varied workload in a busy environment with strict deadlines and frequent interruptions.
• Strong organizational skills.