Clerk/Bookkeeper, Finance

3 weeks ago

Essex ON, Canada County of Essex Full time

Clerk/Bookkeeper, Finance

(6 Month Contract) Department: Finance Location: Essex, Ontario
Position type: Temporary, Full time
(35 hrs./week) Posting #: COE-14-24
Opening Date: April 15, 2024 CUPE 2974.1 Closing date: April 23, 2024
General Closing Date: April 28, 2024

In A Nutshell: Under the direction of the Manager of Accounting / Deputy Treasurer, the Clerk/Bookkeeper, Finance is responsible for accounts payable input, cheque preparation, vendor statement reconciliation, and preparing accounts receivable invoices, receipts, bank deposits, and bank reconciliations.

Day in the Life:

  • Prepare accounts payable vouchers, input data into the computer, generate cheques and related reports
  • Collate vouchers and cheques electronically and forward to the appropriate personnel for digital signature
  • Review aged accounts receivable listing, issue past due notices, customer statements, collection letters and follow up on delinquent accounts. Calculate and process interest on past-due invoices
  • Input changes/additions to the accounts payable vendor and accounts receivable customer master files as required, verify HST registration numbers of suppliers
  • Input online payments on the bank’s website for approval by the appropriate personnel and input these transactions into Sage 300 Accpac
  • Reconcile statements from suppliers with accounts payable records
  • Respond to vendor inquiries
  • Prepare documents for stop payments and issuance of U.S. money orders as authorized by the Treasurer
  • Prepare receipts and related bank deposits
  • Deliver corporate deposits to the bank, cash petty cash cheques, and pick up U.S. money orders
  • Enter cash receipts into Sage 300 Accpac and generate related reports
  • Prepare invoices, debit and credit memos for invoice requisitions received from County departments
  • Prepare journal entries as required for authorization by the Treasurer or Manager of Accounting
  • Input journal entries into Sage 300 Accpac
  • Process void cheques and file-related documentation
  • Prepare bank reconciliations for general, USD, payroll, and library accounts and maintain filing of bank statements
  • Maintain the permit deposit listing, holdbacks spreadsheet and other sub-ledgers as assigned
  • Input hydro, natural gas and water usage data into energy tracking spreadsheets and upload summary data for hydro and natural gas to the Ministry of Energy website after approval by the Treasurer
  • Download utility invoices and process them through accounts payable for recording in Sage 300. Match credit card receipts to monthly statements, follow up on missing receipts, obtain department head authorizations and prepare related spreadsheet and journal entry
  • Maintain a spreadsheet which tracks the number of cheques issued by the department
  • Monitor blank cheque stock and place orders to replenish when required.
  • Track mileage claims to ensure that mileage over the 5,000 km limit is paid at the correct rate
  • Greet and direct the public, answer telephones, and change recorded telephone greetings when required
  • Maintain electronic filing of accounts payable vouchers, reports, and related documentation
  • Maintain electronic filing of accounts receivable invoices, debit and credit memos, receipts, bank deposits and related documentation
  • Perform all Clerk Bookkeeper and finance responsibilities during the absence of other Clerk Bookkeeper, Finance
  • Assist with various tasks as needed when the Administrative Assistant for the Infrastructure & Planning Services Engineering Secretary is absent
  • Provide general accounting support as required and other duties as assigned
What We Are Looking For:
  • 2-year College Program in the area of Business Administration/Accounting
  • Knowledge of accounting principles
  • One to two years of related experience
  • Experience in a computerized accounting environment with proficiency using Sage 300 Accpac (or equivalent accounting software) and Microsoft Office
  • Excellent verbal and written communication skills
  • Accuracy and attention to detail
  • Ability to handle large volumes of data/transactions under established financial cycle timelines
  • Ability to maintain confidentiality
  • Completion of a Police Information Check (PIC) Form.
  • Must hold & maintain a valid class “G” Ontario driver’s license and access to personal vehicle for business use (i.e. occasional travel to the bank)
Hours of Work:
The hours of work shall be seven (7) paid hours per day between the hours of 8:00 a.m. and 5:00 p.m., plus a one-half (1/2) hour unpaid lunch Monday through Friday.

What We Are Offering: A competitive starting rate of $30.18 is just the beginning. The benefit package is second to none and the defined benefit plan of Ontario Municipal Employees Retirement System (OMERS) is a pension system sought by many. Balancing your work and personal life is part of the County culture, and is supported by flexible working options.

Application Process: Applicants are invited to apply online at the section of County Connect by the posting deadline.

The County of Essex embraces diversity and inclusion in our workforce and workplace. We are committed to building inclusive teams and an equitable environment for people to be themselves. We encourage applications from all qualified candidates and will accommodate needs under human rights legislation throughout all stages of the recruitment and selection process. Please let us know of any accommodations through . Information received relating to accommodation will be addressed confidentially. This information can be made available in alternate formats upon request.

Personal information is collected in accordance with the Municipal Freedom of Information and Protection of Privacy Act and will be used for this employment opportunity only.

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