This role is being advertised to fill an existing vacancy.
Home to seven regional programs and comprehensive health-care services, Waterloo Regional Health Network (WRHN, pronounced wren) is committed to meeting the current and emerging needs in Waterloo-Wellington and beyond. WRHN is redefining the health-care experience through collaboration and innovation, addressing barriers to access, advancing care delivery, and setting new standards in compassionate, empowered community-driven health care. At WRHN, every patient is at the centre of everything we do as we strive to improve lives, inspire healing, and build healthier, stronger communities. By listening to patients and partners, we strive to connect communities to the right care, at the right place, and at the right time.
About WRHN (www.wrhn.ca)
TheWaterloo Regional Health Network (WRHN), pronounced“wren”, is a newly integrated healthcare organization formed through the merger of Grand River Hospital and St. Mary’s General Hospital. Building on over 90 years of partnership, WRHN unites the strengths of both legacy hospitals to provide compassionate, patient-centered care for 10% of Ontarians.
With a focus on innovation and collaboration, WRHN offers comprehensive health care programs through 7 regional programs (including cancer, cardiac, chest, eyes, breast screening, stroke and renal services), and Mental Health, WRHN Kids and emergency services. The network is committed to advancing health care delivery, addressing barriers to access, and setting new standards in community-driven care. Together, WRHN provides 82% of patient services in Waterloo region for example - improving lives and strengthening our communities.
WRHN has a 20-year redevelopment plan that includes building a new acute hospital – WRHN @ The University – on the University of Waterloo campus, and expansion of WRHN @ Chicopee and renovation of WRHN @ Midtown. It will continue to operate WRHN @ Queen’s Boulevard for the next decade until the new hospital is opened.
About WRHN Foundation (www.wrhnf.ca)
WRHN Foundation is the charitable partner of WRHN. With the help of donors across our community, we’re building a future of healthcare excellence. That means creating a space where care is driven by innovation, delivered with compassion and accessible to everyone.
Position: Accounts Payable & Lottery Coordinator
Location: WRHN Foundation; Waterloo, Hybrid - Minimum 2 days in office, with the option of 3 days remote
Position Summary: Reporting to the VP Finance & Operations, Accounts Payable & Lottery Coordinator will manage daily accounts payable and lottery winner & partner payment processing, ensuring compliance with policy and regulations. This individual will also be responsible for implementing the Delegation of Authority Policy with contract and invoice routing and approvals. They will work in partnership with the finance team & business operations team coordinating these work efforts.
KEY DUTIES AND RESPONSIBILITIES
Accounts Payable & Accounting
- Manage the full-cycle accounts payable process using Blackbaud Financial Edge, including invoice intake, coding, approval routing, and posting for vendor and statutory payments.
- Manage monthly credit card transactions submitted through Float, ensuring appropriate coding and attachments prior to importing to Financial Edge
- Monitor & Manage [email protected] mailbox, ensuring timely review, documentation completeness, and appropriate follow-up.
- Ensure implementation of Delegation of Authority policy with Invoice/payment approvals via Hellosign/DropBox, follow-up on outstanding approvals
- Prepare EFT payments in TD Web business banking for approvals, with efforts to minimize cheques written as per the weekly schedule
- Coordinate payment approvals and releases with designated approvers and signing officers to ensure deadlines are met.
- Distribute payment remittances to vendors manually (or automatically via optimizations) and file invoices in Financial Edge Vendor Files.
- Monitor payments against weekly banking dollar thresholds
- Update the unofficial bank statements & coordinate the availability of deposit information with the Raiser’s Edge Database Coordinators
- Manage and track gift card distribution; maintain accurate monthly records.
- Assist with the year-end external audit process.
Lottery Winners & Partner Payments
- Responsible for full cycle Split the Pot lottery weekly and monthly winner & partner payouts
- Work directly with our Ascend partners to ensure winners are properly verified before entering into FE
- Process a scheduled Lottery Accounts Payable run on weekly for the previous weeks winners and for final partner payouts
- Prepare the weekly and final lottery reconciliation against ticket sales and bank deposits, trace variances & identify data issues, ensuring accuracy, audit readiness and completeness across lottery & reporting periods with supervision of the Accounting Specialist.
- Prepare and support the monthly AGCO reporting and submission, ensuring compliance with regulatory requirements and timelines.
REQUIRED EXPERIENCE & COMPETENCIES
- Strong knowledge of accounts payable best practices, including full-cycle AP, approval workflows, and internal controls.
- Exceptional attention to detail, accuracy, and organizational skills.
- Proven ability to prioritize tasks, meet deadlines, and work independently.
- Experience working with financial systems (Financial Edge considered a strong asset).
- A collaborative, proactive team player with a solution-focused mindset.
- Comfortable working in a hybrid or distributed team environment, maintaining strong communication and accountability.
EDUCATION & EQUIVALENT EXPERIENCE
- Intermediate Excel skills required, including the ability to use formulas and pivot tables to reconcile data, analyze variances, and produce accurate financial summaries.
- Post-secondary education in business, accounting, or finance or equivalent practical experience.
- Minimum 2 years of hands-on accounts payable experience, including electronic payments and approval workflows.
- Experience in a regulated environment (e.g., gaming/lottery, financial services, public sector, or not-for-profit) is an asset.
