Secretary/finance Clerk

4 days ago

Greater Sudbury, Canada City of Greater Sudbury Full time

**Division**: Finance Division
**Department**: Corporate Services
**Initial Reporting Location**: Tom Davies Square

**Job Status**: Limited Position
**Estimated Probable Duration**: Up to Seven (7) Months (may be extended)

**Affiliation**: Inside Unit
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: No
**Range of Pay**: Group 6 - $25.64 to $30.15 per hour

**The start date will follow the selection process.**

This position is not eligible to work remotely.

**Characteristic Duties**: Under the general supervision of the Administrative Assistant to the Executive Director of Finance, Assets and Fleet.

Administrative Duties
1. Act as receptionist for the Division, directing clients to the appropriate personnel.
2. Open and distribute mail and faxes, receive and respond to telephone and public inquiries and/or direct to applicable source.
3. Type and format letters, memos, create presentations, spreadsheets and templates; ensure work is free of spelling and grammatical errors.
4. Type and format Council/Committee reports in Agendas Online.
5. Prepare reports and associated analyses, and routine correspondence as required.
6. Prepare and distribute Human Resources related forms and notifications (e.g. Relieving Pay, Notice of Hire, Notice of Change, Employee Requisitions, etc.).
7. Make travel arrangements for Division staff; verify accuracy of travel expense claim forms.
8. Arrange appointments, prepare agendas, co-ordinate meetings, book facilities and equipment, take and transcribe minutes.
9. Control and issue numerical sequence of donation receipts.
10. Sort and distribute accounts payable and receivable cheques; co-ordinate distribution of progress payments to contractors.
11. Calculate and prepare payments for insurance purposes.
12. Sort and distribute financial information to other departments, as required.
13. Perform payroll duties (e.g. time entry, compiling cost centre reports, distribution of pay stubs, etc.).
14. Maintain current and archived files and records including a “Bring Forward” system.
15. Maintain the Finance, Assets and Fleet Division’s main page on CGS website.
16. Order office supplies and process special orders (e.g. equipment repairs, maintenance requests, etc.).
17. Prepare requisitions and purchase orders, using PeopleSoft functionality, as required.
18. Maintain petty cash including monthly reconciliation. Prepare petty cash replenishment forms.
19. Provide assistance to the Administrative Assistant to the Executive Director of Finance Assets and Fleet during periods of overload, vacation or illness.
Accounting Duties
20. Sort and distribute Accounts Payable cheques and coordinate distribution of progress payments to contractors.
21. Accept, compile and process electronic funds transfer requests and verify information for payment notifications.
22. Assist with processing invoices and cheque requisitions for payment in accordance with CGS policies, procedures and by-laws with emphasis on the Purchasing By-Law. Verify signing authority as per the Purchasing authority Policy and that appropriate supporting documentation is provided.
24. Assist with vendor statement reconciliation, verification of payment details, and processing of billing advices.
25. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
26. Perform other related duties as required.

**Qualifications**:

- Satisfactory completion of Secondary School (Grade XII) Education.
- Over one (1) year and up to and including two and one-half (2½) years of related office experience, preferably within an accounting setting.
- Demonstrate organizational ability and administrative skills.
- Knowledge of financial practices and terminology considered an asset.
- Knowledge of PeopleSoft functionality relating to Payroll, Accounts Payable, Accounts Receivable and Purchase Order modules.
- Satisfactory keyboarding skills (60 words per minute).
- Demonstrate ability to take dictation and transcribe by hand and/or by mechanical recorder.
- Demonstrate interpersonal and communication skills in dealing with Councillors, the public, staff and outside agencies in a courteous and effective manner.
- Ability to work in a fast-paced, multi-tasked and team environment.
- Excellent use of English; verbally and in writing.
- French verbal and written skills an asset.
- Satisfactory health, attendance and former employment history.
- Physical capability to operate a vehicle safely, possession of a valid driver’s licence and an acceptable driving record, will be considered an asset.

**How To Apply**:
We must receive your resume **before 11:59 p.m. on Thursday, February 15, 2024.** For those providing a French language resume, please also include an English version.
- Ensure you attached a cover letter and resume. Acceptable file types are:

.doc
- .docx
- .txt
- .pdf
- .rtf

All applicants are thanked for their interest in this position. Onl

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