Disbursements Clerk (Documentation)

Capital Regional District; Victoria; On-site; CAD 44,000 - 47,000; Part time

Job summary

Capital Regional District is seeking an auxiliary, part-time role to support Accounts Payable and payment processing. The incumbent will scan documents, assist with weekly cheque runs and EFT payments, and help maintain vendor records.

Ideal candidates will have at least two years of related experience, strong data entry skills, and proficiency with SAP, Excel, and MS Word. This is a 3-month term position with variable hours, including days, evenings and weekends.

Qualifications

• High School Graduation.
• Post-secondary courses in a related discipline.
• Minimum of 2 years directly related experience.

Responsibilities

• Scan vendor source documents to support CRD, CRHC and CRHD disbursements.
• Assist in weekly cheque runs and EFT payments.
• Data entry of purchase orders and goods receipts/service entry sheets.
• Maintain vendor master data records and assist with corrections/changes.

Skills

Payment processing

Data entry

MS Word

Excel

SharePoint

SAP

Education

High School Graduation

Post-secondary courses in related discipline

Tools

SAP

Excel

MS Word

PowerPoint

SharePoint

Job description

Req ID: 2032

Business Unit: Finance and Technology

Division: Financial Services

Regular / Auxiliary: Auxiliary - 3-Month Term

Job Type: Auxiliary (anticipated part-time schedule)

Pay Grade: CAN/05/02/J07

Rate of Pay: $32.57 - $34.87 per hour

Hours of Work: Varies - as and when needed, including days, evenings and weekends

Posting Date: September 23, 2026

Closing Date: Open until filled

Summary

This position is responsible for retention of all documentation for CRD, CRHC and CRHD disbursements. This includes processing, matching and filing documentation to support payments, as well as scanning and electronic storage of all payment data. This position provides support and backup for the weekly cheque and EFT runs for payment of CRD, CRHC, and CRHD vendors. Responsibilities include maintaining master vendor records in SAP, and backup for bi-weekly cheque runs. Maintains purchase order books inventory, controls and distribution.

Key Duties & Responsibilities

• Performs scanning of vendor source documents supporting CRD, CRHC and CRHD disbursements
• Assists in weekly cheque runs.
• Assists in weekly electronic funds transfer payments.
• Performs large volume data entry and scanning services to the Accounts Payable section.
• Assists with adjusting errors on actual cheques, back-up and line items in SAP
• Performs data entry of purchase orders ; field and on-line (SPO, contracts).
• Performs data entry of goods receipts/service entry sheets.
• Provides assistance to Accounts Payable staff for vendor master data corrections/changes and creating/closing master vendor records.
• Provides assistance to Accounts Payable staff with scanning of disbursement documents and enters profiles as required.
• Provides assistance to Accounts Payable staff with photocopying, faxing and general collection of source documents necessary for accounts payable transactions.
• Provides general clerical assistance to Accounts Payable staff, reception and CRD printshop as required, which may include scanning, photocopying and filing.
• Monitors inventory of blank CRD, CRHC, CRHD and US cheques and orders when necessary.
• Monitors and controls level of purchase order books, cheque requisitions, and receiving reports.
• Performs matching of accounts payable backup documents to photocopied cheques and EFTs.
• Performs research of A/P queries as required by staff and/or auditors.
• Performs filing and disbursement of payments.
• Acts as back-up for metering mail.
• Follows all policies, procedures and standards of the CRD
• Performs other related duties as required.

Additional Information

• None

Key Skills & Abilities

• General experience working with processing payments or cheque runs on an enterprise system such as SAP.
• Substantial experience and proven ability to follow processing guidelines and adhere to strict timelines for processing transactions.
• Excellent communication (verbal and written), interpersonal and customer service skills.
• Strong ability to work independently in a fast paced and constantly changing environment.
• Good ability to provide backup and support in other related positions as required, such as printshop, reception and scanning.
• Considerable experience with data entry, filing and other administrative duties.
• Strong accurate keyboarding and data entry skills.
• Strong attention to detail with a commitment to data accuracy and integrity.
• Strong ability to plan, organize and prioritize workload and work effectively under deadline pressures.
• Strong MS Word, Excel, PowerPoint and Outlook and SharePoint skills.

Qualifications

• High School Graduation
• Post-secondary courses in a related discipline
• A minimum of 2 years' directly related experience

Certifications

• Valid BC Driver's Licence

APPLICATIONS

We welcome all qualified applicants to apply and may consider a combination of experience, education and/or training where possible. We value the diversity of the people we hire and serve. In our commitment to bring differing perspectives to our workplace, and to deliver the best possible service to our customers, we encourage and welcome applications from all people with diverse backgrounds, abilities, and lived experiences. Please let us know if you require an accommodation during the application and selection process. Your confidential request can be sent to [e-mail]

The Capital Regional District wishes to thank you for your interest and advises that only those candidates under active consideration will be contacted.