Payroll / Billing Administrator / Accounts Receivable Clerk


Job description

Commissionaires is a not-for-profit provider of security services that operates across the nation. There are now 15 divisions representing all the provinces of Canada and three territories. Commissionaires Southern Alberta is responsible for providing professional security services for Calgary, Red Deer, Lethbridge, Medicine Hat, and Suffield. We have protected people and property for public and private sector clients from coast to coast for more than 90 years.

We are currently seeking a Payroll / Billing Administrator/Accounts Receivable Clerk to join our Finance team. The job covers two main roles: The Payroll / Billing Administrator (PBA) role is responsible for managing the output from scheduling systems to create accurate input for payroll and billing and managing accurate and timely distribution of invoices. The Accounts Receivable role assists in reconciling and resolving account payments and disputes, and posting of payments to customer accounts.

Primary Responsibilities

  • Efficiently and accurately complete all billing and payroll details within set timelines
  • Utilize the Division’s Enterprise Resource Planning systems (ERP) to efficiently and accurately monitor payroll and billing activities
  • To proactively work with internal resources to correct and record activities for accurate invoicing and payroll
  • Generate various reports, both routine and ad hoc
  • To proactively respond to billing and payroll issues, and to work with others to resolve issues and update timecard information
  • Provide superior customer care and service support to both internal and external customers, including discussing and resolving external client invoicing issues
  • Post payments to customer accounts and monitor outstanding balances

Duties and Tasks

  • Run daily reports to ensure arbitrations are completed by the Resource Specialists
  • Daily, review shift notes and maintain visibility and awareness of portfolio
  • Verify and/or add entries for additional pay/bill items for each shift (per diems, vehicles, mileage, accommodation, cell phones, etc)
  • Work with contracts team to ensure all contract details are setup in the ERP in order to pull details accurately into the shifts and into pay/bill timecards
  • Generate cycle billers and batches to create and confirm customer invoices
  • Maintain cycle billing documentation including change records, adjustments and approvals
  • Prepare miscellaneous invoices arising from other account transactions
  • Respond to enquiries on invoice discrepancies and payroll errors or omissions
  • Work with HR Coordinators on payroll/HR related matters that need to be recorded that can impact both pay and billing information
  • Complete appropriate payroll documentation for employees within portfolio
  • Assist with collections and client overdue history
  • Produce required reports for contract profitability, budgeting and compliance
  • Troubleshoot all invoicing and pay activity for assigned portfolio for both permanent and ad-hoc guard service requests
  • Work closely with Resource Specialists to resolve invoicing and payroll discrepancies to ensure the timely and accurate processing of staff payroll and client invoicing including post cut-off adjustments
  • Calculate and adjust billing and payroll timecards for retroactive rate changes
  • Work with Regional Managers, Client Service Managers, Field and Site Supervisors and other staff to ensure a high degree of internal and external customer satisfaction
  • Accurate and timely posting of payments to customer accounts
  • Prepare bank deposits
  • Liaise with Contracts Dept regarding outstanding customer accounts

Education / Qualification Requirements

  • Post-secondary certification or diploma in business administration (preferred)
  • Minimum 3 years work-related experience in a Finance related role

Knowledge Requirements

  • Thorough knowledge of provincial employment standards around hours of work and overtime
  • Previous security industry experience is considered an asset
  • Previous experience with Sage 300 or other accounting software
  • Demonstrated experience with MS Office Suite, especially Excel.

Skills/ Attributes Requirements

  • Display good decision making, problem solving and communication skills
  • Must be well organized, methodical, and proficient in administration practices
  • Must possess strong problem solving skills and be able to work alongside other departments
  • Must be self-motivated, strong desire for continuous improvement with strong time management and multi-tasking skills
  • Must be adaptable to changing priorities and working within defined timelines
  • Must be cognizant of and capable of working with confidential information
  • This list is not all-inclusive and other business requirements may be included, which the incumbent will be obliged to perform.

Applicants must submit a cover letter along with their resume indicating how their experiences meet these requirements.

We thank you for your interest but only individuals selected for interviews will be contacted.