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Job Title:  Officer, Executive Expense Claims, Reporting & Compliance

Location: 

Ottawa, ON, CA

Other Location(s): 
Employment Type:  Full-Time
Language Requirements:  English Essential
Job ID:  16702
Employment Type:  Full-Time
Job Details: 

Job Requisition Id: 16702 
Business Function: Procurement and Purchasing 
Primary City: Ottawa 
Language Requirement: English Essential 
Number of Vacancies 1 
Job Closing Date (dd/mm/yyyy): 30/05/2019

Job Description

The Officer, Executive Expense Claims, Reporting and Compliance controls, manages, maintains and administers all executive employee expense claims.  Performs comprehensive audits to ensure all employee expense claims are processed according to corporate policies and guidelines and comply with regulatory reporting requirements.  The Officer is responsible to ensure that all executive employee expense claims are fully supported by the required documentation.  The position calls for significant discretion, as the incumbent will primarily be dealing with employee expense claims from senior executives, board members and the President’s office as well as all other employees of the Corporation on an adhoc basis.

Job Responsibilities

Below are the main job requirements and responsibilities for the Officer, Executives Expense Claims, Reporting and Compliance:

  • Acts as a single point of contact for all employee expense claims originating from the President’s office, senior executives and the Board of Directors.
  • Protects highly confidential data contained on executive employee expense claims (herein called executive claims) for all Canada Post executives. This includes confidential information related to meetings and activities that involve bargaining, negotiations, knowledge of executive travelling plans, contingency planning etc.
  • Manages, administers and reviews all support documentation provided to support executive claims.
  • Monitors the integrity, confidentiality and the availability of all executive employee expense claim transactions in SAP.
  • Provides advice, guidance and direction to the executives of Canada Post, board members and the President’s office regarding the completion and processing of employee expense claims and policies and guidelines.
  • Generates reports of employee expense claims in SAP to identify unusual transactions, trends, non-compliance and compliance with legislative reporting requirements such as: Pro-active travel, pro-active hospitality, yearly spend, pre-approval vs actual cost, domestic & International travel etc.
  • Prepares monthly reconciliations of executive employee claims processed.  Identifies, investigates and resolves discrepancies and anomalies on a daily basis.

 

Job Responsibilities (continued)

  • Deals directly with executives or executive administrative assistants to resolve issues with executive employee expense claims.  Provide guidance and assistance on entering pre-approvals and or expense claim details (executive travel and/or events) in the travel system, including adequate documentation of activities.  These activities may to relate to: collective bargaining, negotiations, sensitive executive travelling plans, contingency planning etc.
  • Ensures that all outstanding employee expense claims have been processed prior to the departure of the employee and that all supporting documentation has been submitted.
  • Maintains a thorough knowledge of the FI & HR modules in SAP (including the travel & expense application). 
  • Maintains a thorough knowledge of the travel and Hospitality policies, Corporate Financial guidelines and internal controls.  Liaise with various stakeholder groups (HR, Compliance, Relocation etc…) to clarify and resolve issues regarding the interpretation of the policies.
  • Provides feedback and recommendations on new methods and/or procedures to the process owners for the expense claims in regards to potential updates, clarifications, interpretations, additions, deletions, etc.
  • Performs verification and reporting on a sample of other employee claims.
  • Performs other related duties, such as acting on behalf of the Manager in his/her absence for issues regarding executive employee expense claims.  Assist internal and external auditors with audits on the executive employee expense claims including overall policy compliance.              

Qualifications

Education

  • Completed post-secondary, preferably in a related field OR a combination of equivalent professional experience and training           

 

Experience

  • 1 to 3 years of relevant functional experience
  • One or more years of experience in a unionized environment an asset

 

Other Candidate Requirements

  • Proficient computer skills and competent with Microsoft Office programs
  • Enrolment in specific designation and or certifications programs may be required for certain positions (e.g. Finance & Engineering).
  • Strong communication, analytical, and customer service skills
  • Bilingualism is an asset

Other Information

 

Safety Sensitive Positions
This position may be considered a Safety Sensitive position.


Employment Equity
Canada Post is committed to employment equity and encourages applications from women, Aboriginal people, persons with disabilities and visible minorities.

 

Conflict of Interest
The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.

 

Accommodation
If you are contacted by Canada Post regarding a job opportunity or testing, please advise if you require accommodation.

 

Important Message
Your application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.

 

Our Leadership Behaviours 
Decision Making – A champion of the organization who takes calculated risks and makes prudent, common sense decisions about current issues, future opportunities and resource requirements in a timely, well thought out manner that aligns with the corporation's best interests.
Accountability – An individual who strives for performance excellence and who holds him/herself and direct reports accountable for decisions and actions and for learning from mistakes when intended results are not achieved.
Business Orientation – A proactive individual who understands the competitive nature of the business, and is committed to sustaining the business through excellent customer service and new business opportunities.
Execution – A focused and self-motivated individual who acts with a sense of urgency and delivers on time and within budget, by dealing effectively with challenges and ambiguous situations.
Leading People – A compelling communicator and leader who engages, motivates and inspires others to achieve results and who encourages personal growth and finding better ways of doing things. 


Our Values
Canada Post’s corporate values reflect the principles, beliefs and aspirations that guide our behaviour and shape our culture.
Transformation – We will innovate and transform to win in the marketplace.
Customer – We serve Canadians with pride and passion.
Integrity – We act responsibly and with integrity.
Respect – We treat each other with fairness and respect.
Safety – We are committed to a safe and healthy environment for all our stakeholders.


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