Asset Management Clerk

1 month ago

Markham, Ontario, Canada City of Markham Full time

The City of Markham is proud to be recognized for the 4th consecutive year as one of Canada's Best Employers by Forbes and Statista Inc. In 2024, the City of Markham is ranked the top city in Ontario and in the top 10 for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 357,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

Applications are now being accepted for the Asset Management Clerk position in the Sustainability & Asset Management Department within the Corporate Services Commission. To apply for this position, please submit your cover letter and resume on-line by August 20, 2024.

Join us and make a lasting difference

JOB SUMMARY

Reporting to the Director, Sustainability & Asset Management, the Asset Management Clerk is responsible for the provision of data entry, customer service and administrative support within the Department.

Key responsibilities include:

  • Responding to customer inquiries/concerns from both internal and external customers
  • Over expenditure forms, employee expense forms, cheque requisitions and other forms for submission to Accounts Payable
  • Tracking capital projects
  • Tracking project expenses
  • Journal vouchers
  • Reconciliation of projects to the general ledger
  • Deposits
  • Invoicing
  • Following up on outstanding issues
  • Filing and records management
  • Providing general reception and administrative/secretarial assistance within the Department as required

KEY DUTIES AND RESPONSIBILITIES (DELIVERABLES)

Process Mapping: 5%

  • Create process mapping for all Sustainability & Asset Management Department and update existing process maps

Financial Duties: 75%

  • Coordinate, review, track and process invoices (enters into Cayenta if over $5,000) including preparing cheque requisitions to Accounts Payable
  • Track Operating Budgets and Capital Project Expenditures using Eclipse software and/or excel spreadsheets
  • Reconcile projects to general ledger and eclipse
  • Prepare journal entries
  • Deposits of cheques and cash
  • Provide Managers and staff with financial information
  • Prepare POAAF forms and submit to Finance (with approvals)
  • Reconcile VISA statements for staff members
  • Data entry for Budget Preparation
  • Prepare COAT forms
  • Enter PO requests into Cayenta
  • Enter Cayenta Utility Invoices
  • Reconcile Petty Cash and complete forms for Petty Cash reimbursement
  • Prepare reports for BFL, Socan and Re-sound on behalf of Satellite Community Centres

Administrative Duties: 10%

  • Provide support to Senior Managers and Staff
  • Data entry into such systems as Eclipse, and other databases
  • Order office supplies
  • Provide Asset Management customer service

Customer Service: 10%

  • Greet and handle inquiries from residents, suppliers, contractors and utility companies
  • Well-developed interpersonal and problem solving skills to trouble-shoot effectively and courteously with suppliers, contractors, Finance Dept. staff, other government agencies and residents

REQUIRED SKILLS & COMPETENCIES

  • College Diploma plus additional accounting courses
  • Demonstrated minimum 2 years of related experience
  • Excellent written and verbal communication skills
  • Well-Developed MS Office computer skills
  • Must be motivated and team oriented
  • Knowledge of accounting and financial systems
  • Excellent customer service skills and demonstrated ability for continuous improvement

CORE BEHAVIOURS

  • Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization
  • Change & Innovation: Responds positively and professionally to change and helps others through change
  • Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships
  • Communication: Communicates in a clear, professional and respectful way; demonstrates active listening
  • Accountable & Results Oriented: Demonstrates ethical behavior and accountability, aligns with City values, and abides by relevant policies and legislation
  • Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example

The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.

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