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Admin Secretary/accounting Clerk

3 months ago

Winnipeg, Manitoba, Canada PEMBINA TRAILS SCHOOL DIVISION Full time

Pembina Trails School Division has two permanent half-time positions (Admin Secretary and Accounting Clerk) within the Secretary-Treasurer Department which will be combined for full-time hours for one person.


POSITION TITLE:
Admin Secretary



DEPARTMENT:
Secretary-Treasurer

CLASSIFICATION:
Administrative Secretary

HOURS:
Half-Time (0.5 FTE), 12 month

START DATE:
As soon as possible

LANGUAGE REQUIREMENTS:
English

SUPERVISED BY:
Secretary Treasurer through the Executive Assistant

POSITION REQUIREMENTS:
Grade 12

Strong interpersonal and public relations skills

Ability to operate standard office equipment with the addition of specialized equipment as required.

Ability to work independently

Strong organizational skills

Responsibility to maintain discretion with respect to sensitive or confidential information

Ability to meet tight deadlines

RESPONSIBILITIES:

Mail:

  • Sort Secretary-Treasurer Mail
  • Sort outgoing Divisional mail for the Secretary-Treasurer's Department
  • Open, date stamp and distribute all mail for the Secretary-Treasurer's Department

Executive Assistant/Secretary-Treasurer Support:

  • Type correspondence as required for the ST Admin Team
  • Filing/Scanning for digital filing
  • Support the work associated with Board and Committee Agendas (working knowledge of creating/manipulating PDF's
  • Under the direction of the Executive Assistant, prepare Finance and Planning Agenda and Minutes monthly
  • Under the direction of the Executive Assistant prepare Pembina Trails Educational Support Fund Agendas and Minutes
  • Prepare cheque requisition transfers to the PTESF.
  • Assist with special projects
  • Prepare meeting rooms/order meals for meetings when necessary
  • Support for preparing FIPPA responses, filing FIPPA documents
  • Obtain signatures on Provincial documents/submit forms to Province
  • Type minutes, action files, correspondence, reports, assignments, etc. as required
  • Assist Secretary-Treasurer when Executive Assistant is absent
  • Filing as directed
  • Sharepoint Portal Administrator

Records Management Team:

  • Support Records Management Team as required
  • Ensure department adheres to records management protocols and archiving (digital and hard copy files)

Accounts Payable:

  • This position is being posted together with a 0.5 Accounts Payable FTE; Accounts Payable duties as described in the applicable job description.

Accounts Receivable:

Purchasing:

  • Assist Purchasing with filing and related activities
  • Process departmental orders for purchasing

Payroll:

  • Assist Payroll with Benefit Packages, reconciliation support, filing

September 30 Enrolment:

  • Support activities of the September Enrolment Report under the direction of the Financial Operations and Records Manager

General:

  • Ensure sufficient paper is available for photocopier, fax machine and office supplies for the Secretary-Treasurer's department
  • Back up to Switchboard as required
  • Maintain photocopier, fax and other equipment in the Secretary-Treasurer's Department by calling for repairs as required
Perform other related duties as assigned.

PERFORMANCE REVIEW:
Conducted by the Secretary-Treasurer delegate.

Accounting Clerk

Start date:
As soon as possible

Department:
Secretary-Treasurer

Reports To:
Accounting Manager

Union Status:
CUPE 5121

Location:
Administration Office

Hours:
Half-Time (0.5 FTE), 12 month

Annual Salary Range:
$ $29.05 depending on qualifications

Language Requirement:
English

Job Description Reviewed:
June 6, 2023
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Purpose of Position_


Under the direction of the Accounting Manager, the Accounting Clerk is responsible for providing financial and administrative support for the Division.

The Accounting Clerk is responsible for monitoring and maintaining payments and ensuring positive relationships with internal and external stakeholders. Primary responsibilities are processing accounts payable by matching, coding, and filing invoices and subsequent payment processing.
-
Key Responsibilities_

  • Duties include, but are not limited to, the following:_
  • Performs day to day financial transactions, including receiving, verifying, processing, and reconciling invoices.
  • Verifies vendor accounts, paying vendors, and resolving purchase orders, invoices, and payment discrepancies.
  • Verifies that transactions comply with financial policies, procedures, and regulations.
  • Maintains files related to accounts payable functions including all necessary filing.
  • Provides ad hoc reporting to both internal and external customers as needed.
  • Performs other duties as may be assigned to support the efficient operation of the Department.
-
Skills and Qualifications_

Skill and Knowledge - Required:

  • Completion of Grade 12 education or GED and completion of postsecondary computerized accounting courses, or an equivalent combination of skills and experience.
  • Profic