Accounting Assistant (Accounts Payable)

Job Responsibility:

Position Purpose Summary

This is a support position within the Corporate Finance and Treasury team that maintains day-to-day financial operations of the County which is inclusive of customer service responsibilities and accounts payable.

KEY DUTIES AND RESPONSIBILITIES

Accounts Payable (50%)

• Processes accounts payable invoices; purchase orders invoices, procurement card transactions; and expense claims.
• Generates accounts payable cheque run and electronic funds transfer.
• Processes auto withdrawal invoices and generate payment accordingly.
• Processes Canoe/RMA invoices and generate payment to reconcile to monthly statement.
• Responds to public, internal, or vendor inquiries in person, by phone, and via e-mail.
• Provides Administrative support and coordination of the County's corporate purchase card program.
• Provides upkeep and maintenance of the purchase order system.
• Provides the upkeep and maintenance of vendor files.
• Assists with year-end reconciliation for working papers.
• Identifies process inefficiencies.

Customer Services (40%)

• Provides all of the following with a high standard of customer service, both internally and externally to the public:
  • Provides switchboard operations to direct incoming and at times, outgoing calls appropriately.
  • Provides front desk reception for the public, and at times, assist with internal needs as well.
  • Supports infrastructure and community service divisions with their annual program delivery.

Other Related Duties (10%)

• Peer reviews correspondence and financial data entered within financial systems.
• Provides coverage for and assists with financial operations staff (accounts receivables, reception, utilities, and taxation).
• Assists with preparing and balancing bank deposits as required.
• Assists with year-end work as assigned.
• Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System return.
• Performs the duties of an Information Management Contact for the department.
• Performs other related duties as assigned.

REPORTING RELATIONSHIPS

The following job titles and/or specific positions listed may, from time-to-time, be amended, altered, or changed by the Employer to meet its business, administrative, operational, or regulatory needs.

Please check only one of the following, completing the position titles in the right-hand column as applicable.

Position provides leadership and direct supervision (i.e., monitoring and assessing work performance, coaching, providing performance feedback, disciplinary authority).

Position provides day-to-day direction related to scheduling, assigning, and coordinating work, may provide mentoring and performance feedback input to a manager or supervisor.

X

Position provides occasional advice and/or guidance to co-workers, citizens, the public, or other staff. No formal supervisory responsibilities.

KNOWLEDGE, EDUCATION, QUALIFICATIONS, SKILLS, ABILITIES, AND EXPERIENCE

The following are required in this position:

Knowledge

• Thorough knowledge and understanding of frequently asked questions, policies, procedures, and practices pertaining account payable and receivable administration.
• Solid understanding of internal controls and their importance in relation to financial processes and accounting.

Education and Qualifications

• A minimum of 1 year of related work experience in an office, finance, or accounting environment and completion of financial and accounting certificate or diploma, or a minimum of 3 years work experience in a finance or accounting environment without a formal education. Preference given to those with more experience.

Other Skills or Abilities

• Ability to read, follow, and understand processes, procedures, and policies to perform work in accordance with expectations.
• Ability to apply a forward-thinking approach while working to ensure that processes are efficient and operating as intended.
• Ability to take initiative, be independent, resourceful, work under pressure and meet deadlines.
• Ability to work in a team environment or independently.
• Proven ability to effectively communicate in writing or verbally, in a clear, objective, logical and sensible manner.
• Well-developed customer service skills.
• Proficiency when using all Microsoft Office Programs (Excel, Word, and PowerPoint, etc.).

Related Experience

• Education or direct experience working in financial accounting software.

The following are considered assets or preferences in this position:

Knowledge

Education and Qualifications

• A financial or accounting degree or working towards completion would be considered an asset.

Other Skills or Abilities

Related Experience

WORKING ENVIRONMENT AND PHYSICAL EFFORTS

Working Environment

• This position works primarily in an office or office-like environment.
• The working environment is deadline driven and involves multitasking and managing priorities.

Physical Efforts

• This position works primarily indoors, with limited physical requirements of walking, bending, standing, or reaching.
• This position may have longer periods of time sitting/standing at a desk with visual concentration, but the position has control over when to take breaks.
• Interruptions and distractions occur but are not expected to interfere with the ability to complete the work required.