with payroll, accounts receivable and other assigned duties. The incumbent is ... recommend changes to be made to accoun
ACCOUNTING CLERK I (35 hours per week) UNION POSITION – TERM APPOINTMENT Position Summary This is accounting clerical work of considerable variety in maintaining financial records. The work consists of accounts payable, cash receipts, property taxes and assisting the Senior Accounting Clerk with payroll, accounts receivable and other assigned duties. The incumbent is expected to have a numerical aptitude along with very accurate and high‐speed data entry skills. The incumbent is permitted some discretion in the more routine aspects of the work, but any different or unusual problems or inquiries are referred to a more senior position. The position reports to the Collector / Deputy Director of Finance. Duties and Responsibilities 1. Consistently and proactively ensuring that the City of Colwood finance related Bylaws, statutory requirements and procedures are followed where applicable. 2. Consistently and proactively seeking to ensure that customers inside and outside the organization are treated fairly, promptly, effectively and positively. This will include personal service at the front counter, by phone, wherever business is being conducted and when using written communication. For example, providing information to the public on property taxes and assessments. 3. Provide timely, accurate, and complete financial information required by individual departments, if available. 4. Resolutely and proactively pursuing the City’s objective of cost‐effective municipal government and being ready to consider any changes that will assist in achieving this goal. For example, recommend changes to be made to accounts payable computer programs. 5. Consistently and proactively seeking to participate in improving the efficiency, quality and effectiveness of the team. Collaborating in a positive way with other staff, as demonstrated by the management team, in recognizing and dealing with potential improvements to the way things are done. 6. Maintain strict confidentiality of private information. 7. Being prepared in the event of a declaration of a state of local emergency by the City of Colwood or a neighbouring municipality, and after ensuring the safety of family and property, to report to the Emergency Operation Centre and assist with the implementation of the Emergency Plan. 8. Maybe requested to substitute in a more senior position. 9. Gather, prepare and enter various financial records as directed. 10. Create and prepare electronic forms for data input and collection of information. 11. Maintain internal control over and ensure compliance of records following established financial policies and procedures.
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12. 13. 14. 15. 16.
Prepare and run statistical reports as required according to prescribed standard procedures. Perform basic internal audit duties as directed. Assist with five year financial plan and year end procedures as required. Carries out filing of finance related records and documents. Perform other related duties as assigned. Specific examples of duties and responsibilities: Accounts Payable 1. Process purchase orders on a timely and accurate basis, based on information supplied. 2. Review all accounts payable invoices for timing of payments and authorized payment approvals in accordance with appropriate departmental procedure. 3. Process, control and balance accounts payable computer runs. 4. Verify accounts payable preliminary cheque register with invoices, reconcile payments to monthly supplier statements, and generate cheques for same. 5. Verify computer generated GST calculations. 6. Process, control, and verify manual cheque runs. 7. Identify errors and resolve accounts discrepancies. 8. Respond to phone, fax or counter enquiries from internal of external parties regarding the payment of invoices. 9. Maintain the supplier data files (address changes, additions & deletions, etc). Accounts Receivable 1. Assist in the maintenance of the accounts receivable sub‐ledger. 2. Respond to enquiries from staff, user departments, vendors’ and outside agencies. 3. Coordinate the preparation and administration invoicing of various outside agencies for the restoration of City services. Property Taxes 1. Assist in the annual property tax notice and sewer user fee process 2. Balance and post property tax and sewer user fee payments including electronic payments 3. Analyzed credit balances and either forward corrections to the Collector or Issue appropriate refunds 4. Assist the Collector in issuing reminder notices 5. Assist the Collector in pursing outstanding taxes that are in Arrears 6. Respond to phone, fax or counter enquiries from external parties (property owners and their representatives) regarding the property taxes in accordance with Freedom of Information regulations. Payroll [NOT REQUIRED AS PART OF TERM POSITION] 1. Review employee timesheets for correct hours and overtime (if applicable), shift differential, dirty pay and other earnings as required. 2. Enter and balance timesheets for employees. 3. Generate inside salary gross wages. 4. Calculate any adjustments (acting pay, overtime, first aid pay, etc) for employees. 5. Generate deductions and verify 6. Generate payroll journal and verify gross wages and deductions 7. Calculate and apply garnishee and family maintenance orders.
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8. 9. 10. 11. 12.
Calculate vacation and sick balances during the year for all employees. Advise each employee of current status on vacation and sick time. Prepare Records of Employment forms. Process benefit plans billings (MSP, Extended Health, Dental, Group Life Insurance, LTD). Remittance of payroll deductions (Income Tax, CPP, EI, Superannuation, WorkSafe BC, Charitable donations, Union dues, Medical Services Plan, Extended Health and Dental, Group Life and LTD).
Other Duties 1. Maintain petty cash, records and reports discrepancies. 2. Balance cash and prepare bank deposits. 3. Upon receipt of banks statements, balance the enclosed cancelled cheques to the total debits and identify other debit charges that the Senior Accounting Clerk has to process. 4. Enter cash receipts and electronic payment in general ledger 5. Assist with payables and payroll as required. Knowledge, Skills, and Abilities 1. Knowledge of basic accounting principles. 2. Ability to carry out established accounting and/or auditing procedures. 3. Skilled in the use of calculators, computers and appropriate application software, including current office productivity software. 4. Skilled in data entry. 5. Concentrated attention to detail and the ability to perform duties with a high degree of accuracy. 6. Strong clerical, organizational and time management skills. 7. Ability to learn tasks readily and adhere to prescribed routines and deadlines. 8. Demonstrate understanding and successful application of the following competencies: 9. Adaptability: Willingness to be flexible in a changing environment. 10. Relationship Building: Establishes and maintains respectful and cooperative working relationships. 11. Effective Communication: Communicates effectively with others. 12. Problem Solving: Recognizes and acts to resolve problems. 13. Organisation: Organizes the work so that others will understand it and will be able to achieve the City’s goals. 14. Collaboration: Uses a consultative approach to initiate and foster a spirit of cooperation to achieve corporate goals. 15. Customer Focus: Provides excellent service to both internal and external customers. 16. Personal insight and rapport: demonstrates Colwood’s values, awareness of strengths and weaknesses, seeks feedback, fulfills commitments, demonstrates courage to do what is right. Requirements 1. Completion of Grade 12, or equivalent. 2. Completion of a recognized bookkeeping and general accounting program, or equivalent experience. 3. One year of practical general accounting preferably in payroll, accounting and municipal taxation experience.
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4. Fast and accurate data entry skills 5. Class BC 5 driver licence. Key City Objectives 1. Safety in the work place is a City objective and priority and an employee’s responsibility is for their own personal safety. 2. Pursue learning and understanding of the City’s objectives and goals and their importance to the community. Working Conditions / Job Environment Work is conducted in an office environment and is subject to significant deadline pressures along with the need for accuracy, concentrated effort is required along with computer entry/retrieval effort.
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