Finance and Accounts Officer

Purpose

• Responsible for providing financial, administrative and clerical services in order to ensure effective, efficient and accurate financial and administrative operations.


• Must comply with the Financial Administration Act, Generally Accepted Accounting Principles and municipal financial by-laws, policies and procedure.

 Principal Accountabilities & Responsibilities

1. Perform the day to day processing of financial transactions to ensure that municipal finances are maintained in an effective, up to date and accurate manner.

Main activities

• Receive and verify invoices and requisitions for goods and services


• Verify that transactions comply with financial policies and procedures


• Prepare, verify, and process invoices and coding payment documents


• Prepare batches of invoices for data entry


• Manage the weekly Cheque run


• Record all cheques


• Prepare vendor cheques for mailing


• List all vendor cheques in the log book


• Prepare manual cheques as and when required


• Maintain listing of accounts receivable and payable


• Maintain the general ledger


• Maintain updated vendor files and file numbers


• Maintain all accountable forms including Accommodation Warrant, Travel

Warrant and LCA books

• Montior the use of local contract authorities (LCAs)


• Ensure LCAs have the correct coding and approvals


• Print and distribute monthly financial reports

2. Complete casual payroll functions in order to ensure causal staff are paid in an accurate and timely manner

Main activities

• Establish and maintain confidential casual employee files


• Process TD1 forms


• Calculate salaries and benefits


• Verify pay amounts, hours of work, deductions, etc.


• Verify coding and obtain signatures


• Batch paysheets for data entry


• Data enter of payroll information


• Log in and distribute pay cheques


• Prepare and remit source deductions and payroll tax

3. Provide administrative support in order to ensure effective and efficient office operations

Main activities

• Maintain inventory files


• Monitor and order office supplies


• Prepare purchase orders


• Prepare travel and accommodation warrants and travel advances for staff


• Distribute accommodation warrants to appropriate agencies/businesses


• Review and verify travel claims


• Maintain a filing system for all financial documents


• Ensure the confidentiality and security of all financial and employee files

4. Perform other related duties as required

Nature of Subordinate Activities

The incumbent must maintain strict confidentiality in performing the duties of the Finance and Administration Officer. The incumbent must also demonstrate the following personal attributes:

• Be honest and trustworthy


• Be respectful


• Possess cultural awareness and sensitivity


• Be flexible


• Demonstrate sound work ethics

Working Relationships

• Coordinating with Purchasing Department


• Coordinating with Administration Department


• Coordinating with customers


• Coordinating with Logistics Department