POSITION SUMMARY:

Responsible for accurate processing of sales orders for client and internal invoices for all programs. Verify A/P and inventory related invoices ensuring that all general ledger accounts affected in each transaction remain in balance.  Assist with quarterly inventory counts. Process required monthly reports for accounts with the Canadian Hearing Society departments.

MAJOR RESPONSIBILITIES:

Direct Service:

•    analyse and process client and vendor invoices maintaining a balance with revenue, cost of sales, clearing, unrealized income and the A/R accounts and investigating variances accordingly
•    analyze incoming client orders verifying payments, funder information and product pricing and follow up on incorrect orders
•    provide instruction to regional and departmental staff on correct paper work processes when necessary
•    verify client and order information on all funder claim forms according to the most recent policies of the funder
•    copy and attach all invoices with appropriate supporting documents for the client file
•    post completed invoices into general ledger ensuring all relevant accounts are in balance
•    enter new clients and update existing client records in MAS200 as required
•    prepare month end accruals as required
•    provide appropriate back up for office staff as required
•    act as resource in relation to queries regarding status of invoicing and client account information
•    liaise with regional staff for quarterly inventory counts for HAP and CDP
•    assist with reconciling quarterly inventory counts
•    verify payment of receipt of aids forms and initiate follow up as required
•    prepare credit notes for exchanges or returns using the RMA module and initiate client refunds upon receipt of return forms
•    using Return of Goods module, relieve the returned inventory and pass paperwork to appropriate staff
•    keep up to date on policy changes re: WSIB, Greenshield, Blue Cross, ADP, MCSS etc.
•    liaise with accounting departments in relation to status of past due accounts
•    receive, sort and distribute incoming mail
•    take deposits to bank as required
•    address ADP rejections bi-weekly, correcting claims to ensure receipt of payment
•    responsible for training staff who are not sending correct information for order processing
•    consult with supervisor regarding chronic problems when all other efforts have been unsuccessful
•    other duties as assigned

Administration:

•    update and maintain office files as required
•    responsible for photocopying appropriate information and updating client files
•    responsible for initiating and responding to correspondence and telephone/TTY calls related to invoices, refunds and inventory
•    responsible for maintaining accurate data base lists
•    update and maintain job reference manual as changes or new processes occur
•    responsible for preparing, releasing and mailing invoices including proper supporting documents
•    Other duties as assigned

Community Education:

•    participate in community events and special projects E.g.: Maymonth, United Way Campaigns,
•    assist with other projects as required

Professional Development:

•    attend internal staff meetings
•    attend and participate in workshops/seminars/continuing education courses related to position
•    keep up to date on issues and information relating to the position and the agency paying close attention to funder criteria and CHS programs
•    Acquire and maintain the ASL Proficiency requirement for this position (Intermediate Plus)

LINE OF RESPONSIBILITY:  Supervisor Customer Services

QUALIFICATIONS:

•    3-year college diploma in accounting  and completion of 2nd year CGA designation
•    3-5 years related work experience including customer service, invoicing, and inventory reconciliation
•    Intermediate level of skill in MS Excel and Word, and MAS 200
•    Good data entry skills
•    Proficient in American Sign Language (ASL) skills or willingness to learn
•    Demonstrated sensitivity to working in a culturally diverse environment