Responsible for processing accounts payable and payroll timesheets. Assist with general cashier duties for all revenues and respond to inquiries regarding property taxes and water billing at the front counter, by telephone and by email. Provide administrative support to the Finance Department.
QUALIFICATIONS
EDUCATION
At least one year post secondary education in Accounting, Bookkeeping, or Business Administration and Microsoft Office
An equivalent combination of education and experience may be considered
EXPERIENCE
Minimum 2 years of related experience in a financial environment
Minimum 1 year of experience performing accounts payable processing activities
Experience in processing payroll preferred
Experience with a municipal financial software system is an asset
SKILLS
Must possess excellent analytical and problem-solving skills
Strong customer focus with a flexible and cooperative approach
Strong organizational and time management skills, with the ability to prioritize high-importance tasks along with weekly occurring activities
Ability to work with limited supervision
Excellent adherence to maintaining confidentiality of sensitive information.
Strong working knowledge of Microsoft Office suite, with emphasis on Excel and Word
Working knowledge of governmental accounting procedures and laws relating to taxation and assessment
RESPONSIBILITIES
Accounts Payable
Process invoices for vendors, which includes distributing invoices for approval, verifying account codes, checking for proper authorization in accordance with the Purchasing Policy, and accurate billing
Process cheque and Electronic Funds Transfer (EFT) payments to vendors, including uploading of EFT file to the bank
Maintain vendor records including bank account information
Electronic filing of invoice batches and cheque runs, with manual filing of hard copy vendor payments
Daily monitoring of the Accounts Payable email account and forwarding invoices to appropriate individuals
Reconcile vendor statements and contact vendors to resolve discrepancies
Process monthly Township credit card purchases which includes verification of account codes and accurate tax calculations
Process monthly batch for expenses paid by direct debit to the Township’s bank account
Payroll
Enter Public Works, Crossing Guards, Recreation, and Committee of Adjustment timesheets into payroll system after reviewing for accuracy in accordance with the Collective Agreement and Employment Standards Act
Calculate statutory holiday pay for part-time/contract/seasonal staff and input into payroll system
Provide backup assistance to the Payroll Coordinator in their absence, which includes administrative payroll tasks
Tax/Water/Customer Service Support
Process cash, cheque and debit payments at front counter, including property taxes, water payments and others (such as parking fines, recreation registrations, planning fees, etc.)
Shared responsibility for opening and/or closing the cash register till and balancing daily cash receipts
Provide customer service at the front counter, by telephone and email, regarding property taxes and water. This includes answering questions about owners’ accounts, payment history, payment options and purchasing/selling a property
Assist in managing the Township pre-authorized payment (PAP) program for both water and property tax, which includes reviewing and entering website PAP request submissions and processing any changes to keep data current
Assist with Township’s Virtual City Hall software by answering customer inquiries and ensuring accuracy of information
Departmental/Administrative Support
Act as Township credit card program administrator, which include adding and deleting staff accounts, maintaining the account records, and assisting staff with technical issues
Update website pages and forms for the Finance Department, as directed
Letters of Credit – maintain Letters of Credit file and prepare correspondence to financial institutions for reductions and/or releases as requested by the Director of Finance
Assist with Records Management – ensure proper retention/destruction of financial records in accordance with Township policies
Perform quarterly reconciliations for the ‘NRT on Demand’ program and process memo for payment remittance, as required
Assist in preparing and sending out departmental correspondence, such as water reminder and tax arrears letters, to Township customers
Perform regular review and maintenance of customer accounts and related data
Provide backup to the Accounts Payable/Tax Clerk and Water/Tax Clerk in their absence
Reconcile daily cash receipts and prepare bank deposit
Process incoming mail
Process electronic cash receipts
Occasional receptionist duties
Other related duties, as assigned
JOB SPECIFICATIONS
Supervision Exercised
Assignments are covered by well-defined methods and procedures
Some latitude exists for organizing work or exercising judgement within established guidelines
Most unusual problems are referred to the supervisor
Decisions on which you seek consultation
New or unusual situations which are not covered by established procedures
Relationships/Contacts
Internal:
Employees
Heads of Departments
Occasionally provide training for Department Co-op Students
External:
Contractors and suppliers
General public
Professional agencies and government departments
Business representatives
Physical Demands/Dexterity
Light activity of intermediate duration
Sitting, standing, walking, stooping / crouching / kneeling
Require the accurate coordination of fine movements
Keyboarding, mousing
Calculator keying
Require completion of the following coarse movements
Filing, copying, stapling
Preparing mail
Concentration Demands
Intermediate periods of mental effort required frequently
Computer work
Customer Service
Frequent interruptions are common, so multi-tasking abilities are needed
Job Environment
An indoor office environment with exposure to loud noises, interruptions, and lack of privacy
Occasional exposure people who are difficult to deal with
Handle cash
QUALIFICATIONS
EDUCATION
-
At least one year post secondary education in Accounting, Bookkeeping, or Business Administration and Microsoft Office
-
An equivalent combination of education and experience may be considered
EXPERIENCE
-
Minimum 2 years of related experience in a financial environment
-
Minimum 1 year of experience performing accounts payable processing activities
-
Experience in processing payroll preferred
-
Experience with a municipal financial software system is an asset
SKILLS
-
Must possess excellent analytical and problem-solving skills
-
Strong customer focus with a flexible and cooperative approach
-
Strong organizational and time management skills, with the ability to prioritize high-importance tasks along with weekly occurring activities
-
Ability to work with limited supervision
-
Excellent adherence to maintaining confidentiality of sensitive information.
-
Strong working knowledge of Microsoft Office suite, with emphasis on Excel and Word
-
Working knowledge of governmental accounting procedures and laws relating to taxation and assessment
This is a permanent, full-time (35 hours per week) unionized position with an hourly rate of $26.57 to $26.82 per hour, and will include a comprehensive benefits package.
Joanne Scime, Clerk
Township of West Lincoln
318 Canborough Street, P.O. Box 400, Smithville, Ontario L0R 2A0
Fax (905) 957-3219 Email jscime@westlincoln.ca (subject line: Accounting Clerk)
No in person submissions
