Account Payable Assistant (Hybrid and Flexible)

Selection Process Nº: 75275-67

Salary: 57,793.00 USD per annum plus benefits

Contract Type: Indeterminate (Full-time)

Term Details: This position is a Locally Engaged Staff position, subject to the Terms and Conditions of Employment for LES in USA.

Job Function: Administrative

Classification: LE - A2

Location: The Common Services Delivery Point in Washington DC is located at the Embassy of Canada to the United States (501 Pennsylvania Avenue NW, Washington, DC 20001, United States)

Number of Vacancies: 2

Closing date for application: 30 June, 2022 at 23:59 UTC/GMT -5:00

Apply Here: Account Payable Assistant (Hybrid and Flexible) 75275-67 - The Common Services Delivery Point in Washington DC is located at the Embassy of Canada to the United States (501 Pennsylvania Avenue NW, Washington, DC 20001, United States) (international.gc.ca)

Summary of Duties:

Hybrid and flexible work location (see details under Operational Requirements)

This position is an administrative support level position in the finance section of a Common Service Delivery Point (CSDP). Under the general supervision of the Account Payable Officer, the Account Payable Assistant audits all transactions and provides data entry and administrative support related to account payable activities.

In other terms, the Account Payable Assistant will:

• Inputs and maintains data in the Financial Management System (IMS):
  • Performs claims and supplier account verifications;
  • Maintains databases, retrieves and manipulates data, prepares stats, and generates documents and reports; 
  • Processes vendor/employee invoices in IMS for payment via electronic funds transfer (EFT or SPS), bank transfer or cheque, ensuring that the proper budget and coding is used; and
  • Performs data entry to record budget-related transactions not resulting in payment.
• Provides advice, guidance and training on processes, procedures and practices related to accounts payable to managers and staff of CSDP client missions.
• Provides guidance and recommends course of action to solve problems/situations related to accounts payable.
• Responsible for auditing and verifying a variety of financial claims, ensuring accuracy of data entry, and reconciling all related payments:
  • Researches financial directives to provide appropriate information to clients; and 
  • Stays up to date with procedural changes and identifies operational problems. 
• Acts as the initial point of contact for portfolio clients:
  • Answers routine inquiries for information on account payable operations by telephone, email, or in-person from clients;
  • Receives and verifies requests;
  • Extracts appropriate information from files or other sources;
  • Prepares documentation;
  • Makes referrals to the appropriate party and brings complaints to the attention of the supervisor in a timely manner; and
  • Explain financial procedures and policies and suggests ways to improve clients’ financial operations.
• At all times, maintains security of people, information and assets according to the Manual of Security Instructions. May be required to: 
  • escort headquarters personnel, visitors, or contractors; 
  • make unofficial translation/interpretation for internal use; and 
  • provide a variety of support activities, especially in exceptional circumstances such as high-level visits, conferences, and/or crisis/emergency situations. 

 

Area of Selection:

Open to all residents of the United States having independent work authorization and status in accordance with U.S. protocol directives for employment in a foreign mission (US Citizen, Legal Permanent Resident, A-1 or A-2 visa) who meet all of the essential requirements stated below and whose applications are received by the closing date. Please note that the mission will not reimburse relocation costs under any circumstance and that the mission does not sponsor work authorizations directly or indirectly. 

The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered based on merit. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canada’s missions abroad are committed to promoting and supporting an environment free from harassment and discrimination, as well as encouraging and supporting employees to learn and develop their skills and competencies.

 

ESSENTIAL QUALIFICATIONS

Candidates will initially be screened against the Essential Qualifications relating to education, language* and experience.

Candidates must clearly demonstrate when applying to the position how they meet each of these essential qualifications.

*Language will be assessed further during the process. 

Education:

Candidates will be required to provide proof of the completion of their education.

A post-secondary diploma or an acceptable combination of relevant experience, education, and training related to the duties and specific areas of competence required by the position such as 1 year of relevant experience in accounting or banking. For example, bookkeeper, accounting clerk, payroll clerk, banking teller or tax preparation clerk.

 

Language:

Proficiency level in English (reading, writing, comprehension and speaking).

Experience:

1. Minimum of one (1) year experience with financial processes, such as processing claims in a enterprise resource planning (ERP) software such as SAP;
2. Experience with Microsoft Excel, Word and Outlook or other email accounts;
3. Experience with extensive data input and managing information electronically and record keeping; and
4. Experience in providing front-line client service in an office environment.

 

RATED REQUIREMENTS

The Rated Requirements are part of the essential qualifications and are relating to knowledge, abilities and competencies. Methods of assessment for rated requirements may include, but are not limited to, a written examination, an oral interview (online pre-recorded/live or in-person), role-play, practical tests, presentations and/or psychometric assessment.

Knowledge:

1. Knowledge of general financial and administrative processes and procedures;
2. Knowledge and proficiency in computer software, including Microsoft Excel, Word, and Outlook or other email accounts; and
3. Knowledge of the management of information and records, both electronically and in hard copy.

Competencies:

1. Effective interpersonal skills;
2. Sound judgment;
3. Dependability; and
4. Discretion: handle sensitive information on a need-to-know basis.

Abilities: 

1. Communicate effectively in English, both orally and in writing;
2. Provide excellent client service in person, by telephone, and electronically;
3. Analyze and evaluate information and know when and what to bring to the attention of management;
4. Ensure accuracy and attention to detail;
5. Work independently when required or as part of a team; and
6. Demonstrate basic mathematical skills with the ability to maintain spreadsheets and to work with established processes.

 

Asset Qualifications:

Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications.

The ability to work in French, but not a necessity.

Operational Requirements:

• Hours of work: Normal hours of work for this position are in accordance with Locally-Engaged Staff regulations of 37.5 hours per week. The successful candidate must be willing to work overtime on occasion and when required.
• Hybrid and flexible work location: up to 3 days telework and minimum 2 days at the office. Wednesday is a mandatory office day.

 

Conditions of Employment:

Conditions of employment must be met or complied with before being appointed to a particular position, and are to be maintained throughout the employment while being the incumbent of this position.

- Valid work authorization: Ability to obtain and hold a valid work authorization covering the entire employment period.

- Security screening: Obtain and maintain a Reliability Status (security level) which includes a criminal and credit background check from the Government of Canada covering the entire employment period.

- Vaccination compliance: All new hires on or after the effective date of October 6, 2021 are required to be fully vaccinated against COVID-19 as a condition of employment and to attest that they are fully vaccinated against COVID-19 prior to their starting date unless accommodation measures are granted.

- Other conditions of employment: Must have Independent work authorization in the United States and status in accordance with United States protocol directives for foreign missions. In this respect, applicants must confirm independent work authorization in the United States (e.g. US Citizen, U.S Legal Permanent Resident (LPR), or specific visa categories (e.g. dependents of Diplomatic and Official Visas holders)) as required by the Department of State for employment in a foreign mission.

 

Special Request from Mission / Additional Comments:

We offer a competitive salary, generous leave, 12 weeks of paid parental leave and a strong benefits package that includes medical, dental, long term disability and a retirement savings plan. Please find a summary of our benefits package and information on employment eligibility at:

Jobs at our offices in the United States (international.gc.ca) 

How to Apply

• You must submit your application using the "Apply online" function. Only applications submitted via VidCruiter will be considered, unless a valid reason is presented and accepted prior to the closing date.
• Do not include personal data such as; age, date of birth, gender, marital status, family status, religion or a picture in your application form, CV nor cover letter (as required). Please only include information relevant to the vacancy as requested in the job poster.
• You must clearly demonstrate in answering the screening questions how you meet the education and experience factors listed in the essential and asset qualifications. You must provide specific examples to demonstrate clearly how you meet the qualifications. Global Affairs Canada cannot make any assumptions about your studies nor experience. Simply saying you have the required qualifications or listing your current duties will not be sufficient. Instead, you must provide concrete and detailed examples that clearly explain where, when, and how you gained the experience. No additional information will be sought beyond what you submit in your online application.
• Candidates may be required to upload a CV and/or a cover letter in English or French. These documents may be used as a secondary source to validate the answers to the screening questions.
• Applications which do not include all of the requested documents or information and/or which are not received by the closing date will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to LES-E-Recruitment-WSHDC@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

Important Notes

• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• The language requirement for this position is identified under the essential qualifications (language). In consequence, the assessment process for this vacancy will be conducted in English.
• Communication for this process will be sent via email. It is the responsibility of the candidates to ensure accurate contact information is provided and updated as required.

• Candidates must provide an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks may be sought for candidates who succeeded all of the assessments.
• Please note that the Common Services Delivery Points in Washington DC does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Before an offer of employment can be made, successful candidates must provide a local residence address as proof of residence in the specified area of selection. This information is necessary to issue a letter of offer.
• We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please contact us at LES-E-Recruitment-WSHDC@international.gc.ca to request specialized accommodation. All information received in relation to accommodation will be kept confidential.
• The results of this selection process may also be used to establish one or more pools of fully or partially qualified candidates for similar term, indeterminate, part-time or full-time openings at the Common Services Delivery Points in Washington DC which might arise following the completion of this selection process.
• For Canadian citizens/residents and Canadian dual nationals, please note that it is your responsibility to enquire with the Canadian Revenue Agency about any possible taxation implications linked to an employment with the Government of Canada