Finance Assistant

Department: Finance

Reports To: Accounting Manager

Location: Port Hood, NS

Position: Full-Time [35 hours per week]

POSITION SUMMARY:

The Finance Assistant is responsible for providing comprehensive financial support to the Municipality of the County of Inverness. This includes managing accounts payable processes, utility billing administration, and assisting with tax-related activities. The position ensures all financial transactions are processed accurately, efficiently, and in compliance with municipal policies, regulations, and legislative requirements.

The Finance Assistant must have excellent organizational, analytical, and communication skills, demonstrate a commitment to accuracy and confidentiality, and support the finance team by fostering a collaborative and service-oriented environment.

KEY RESPONSIBILITIES:

• Deliver professional, courteous, and efficient financial services to members of the public.


• Respond promptly and accurately to inquiries regarding accounts, billing, payment options, and municipal financial procedures.


• Assist residents with forms, applications, and payment-related documentation, providing clear explanations of requirements and processes.


• Resolve or escalate customer concerns tactfully and professionally while maintaining a focus on service excellence.


• Process payments received electronically, by mail, or in person, ensuring accurate posting and balancing of receipts.


• Balance cash batches and prepare bank deposits for review by Finance Clerk.


• Generate and distribute invoices, including utility and miscellaneous billings.


• Oversee the establishment and maintenance of utility accounts, including meter updates, final billing, and deposits.


• Respond promptly to customer inquiries or direct them to the appropriate department.


• Match, batch, code, and enter invoices into the accounting system, ensuring confidentiality and accuracy.


• Verify documentation for proper authorization; return incomplete submissions for correction.


• Process cheque runs, employee expense reimbursements, and vendor payments.


• Reconcile vendor accounts and monthly statements; maintain vendor files.


• Calculate and report sales taxes on paid invoices.


• Assist in the collection of tax arrears, including communication with property owners.


• Support the preparation and execution of tax sale processes and auctions.


• Assist in annual tax bill processing and preparation of tax certificates.


• Assist in year-end audit preparation by compiling documentation and responding to auditor inquiries.


• Prepare account analyses and assist with government reporting when required.


• Provide backup support for other finance roles as needed.


• Adhere to records management, privacy, and confidentiality requirements.


• Participate in internal committees and training sessions as assigned.

KNOWLEDGE, SKILLS & ABILITIES:

• Demonstrated problem-solving skills and the ability to handle customer and vendor inquiries with professionalism and discretion.


• Strong verbal and written communication skills with the ability to engage effectively with staff, vendors, and members of the public.


• Strong understanding of accounting principles and practices related to accounts payable.


• Proficiency in Microsoft Office Suite and accounting/financial management software.


• Excellent attention to detail and high accuracy in data entry and recordkeeping.


• Effective time management and organizational skills, with the ability to prioritize multiple tasks under tight deadlines.


• Ability to work independently with minimal supervision and as part of a collaborative team.


• Commitment to workplace safety, confidentiality, and continuous improvement.

QUALIFICATIONS:

• High school diploma or equivalent education required.


• Post-secondary education in Accounting, Finance, Business Administration, or a related field is preferred.


• Minimum of two (2) years of related experience in accounts payable or utility billing; municipal or public sector environment considered an asset.

SAFETY:

The Municipality is committed to providing a safe and healthy work environment. The Finance Assistant is expected to:

• Ensure all policies and procedures set forth by the Municipality of the County of Inverness are always observed.


• Report all work situations which are suspected of being unhealthy or unsafe.


• Report any employee whose on-the-job performance or actions contravenes established safety procedures or work practices.


• Report all near-misses and incidents immediately.


• Report related injuries or property damage regardless of severity.


• Submit reports on accidents and other hazardous conditions discovered and promptly attend to all hazardous situations.

Note: This job description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the Municipality.

At the Municipality of the County of Inverness, we are dedicated to building a workplace that embraces diversity, equity, and inclusion. We strongly encourage individuals of all abilities, backgrounds, and communities to apply. Accommodations are available upon request for candidates participating in all stages of the selection process.