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Accounting & Records Assistant - Full-Time

3 months ago

Northwestern Ontario Ontario, CA City of Thunder Bay Full time

The City of Thunder Bay provides exceptional quality of life to those who live, work, and play in Thunder Bay - a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay is rich in people and resources, and connects Northwestern Ontario to the world. We value our high quality of life and promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.


The City of Thunder Bay is a place where art, culture and nature come together


Job Description
POSITION SUMMARY: Under the general supervision of the Manager - Financial & Administrative Services, provides accounting support, payroll support and performs customer service duties for the division.

MAJOR RESPONSIBILITIES:
  1. Responsible for time-entry reporting for the Superior North EMS Division, and processing changes to bi-weekly payroll including overtime, vacations and other absences. Ensures accuracy, identifies errors and makes corrections.
  2. Prepare and submit for processing, employee reimbursements including mileage, fitness, tuition and meal claims.
  3. Liaise with Payroll, Human Resources, Deputy Chiefs, Superintendents and employees regarding confidential payroll issues.
  4. Maintains and archives relevant payroll data.
  5. Prepares purchase orders and processes invoices for payment, ensuring proper account allocation.
  6. Processes receivables and internal deposits.
  7. Maintains records of accounts receivable and accounts payable. Prepares journal entries as required.
  8. Maintains the division's petty cash.
  9. Processes the division's MasterCard transactions, ensuring proper account allocations and records are kept.
  10. Creates and maintains outline agreements and contracts with external vendors.
  11. Maintains absence information for administrative and management staff.
  12. Maintains an up to date knowledge of relevant collective agreements.
  13. Provides customer service by receiving telephone and walk-in inquiries, researches and provides appropriate responses or directs inquiries to the proper party.
  14. Acts as a back-up for the Scheduling & Records Assistant as required.
  15. Performs other such duties as may be required.

QUALIFICATIONS:
Education/Experience:
  • Post-secondary school graduation in office administration and two to three years of related administrative experience or
  • Secondary school graduation and five years of related administrative experience
  • Working knowledge of automated scheduling and/or payroll systems
Skills/Abilities:
  • Ability to communicate effectively and concisely, both orally and in writing
  • Ability to establish and maintain effective working relations with superiors, co-workers, staff, and the public
  • Ability to work independently and as a member of a team
  • Self-starter with proven organizational and analytical skills
  • Independent judgment when dealing with confidential or sensitive issues
  • Must be at a basic skill level in word processing and at an intermediate skill level in spreadsheet software.
  • Must be able to deal with the public in a courteous and tactful manner
  • Competent within the meaning of the Occupational Health and safety Act
Assets:
  • Experience with SAP/JBS software
CONDITIONS OF EMPLOYMENT:
  • Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)
  • May be required to work statutory holidays to meet payroll deadlines
General Information:
As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups, women and members of the 2SLGBTQ+ community.

ONTARIO HUMAN RIGHTS CODE: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression. Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:
  • Photos
  • Any certificates that have photo identification
  • Driver's licences
  • Police records checks

ACCOMMODATION: Reasonable accommodations are available upon request for all parts of the recruitment process.

PRIVACY: Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625-3866 #J-18808-Ljbffr