Financial Coordinator

1 week ago

Kitchener, Canada Region of Waterloo Full time

**Job Req ID**:629**Department**:Provincial Offences Court AdministrationFinancial Coordinator (Provincial Offences Court Administration)

**Our Story**:

- Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.- This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.The Role
Provides financial and accounting services and cash management support to the provincial offences court administration program. Compiles and reports on financial data. Maintains the financial integrity of data input to the integrated court offences network (ICON) provincial database. Coordinates collections, including monitoring the work of collections staff and agencies.
- Duties/Responsibilities
Maintains accounts payable records, notices, and refunds per legislation (e.g., witness expenses, interpreter fees, refunds from appeals, quashed tickets and unfiled notices, transcripts). Verifies and records invoices in system and submits to management for approval as required. Prepares and issues payment requisitions to clients and other municipal courts.
- Maintains accuracy of financial data input to ICON. Verifies and corrects entries and changes, and submits for management authorization. Monitors financial activity reports to make adjustments and allocate funds for financial integrity, accuracy, and control (e.g., refunds for appeals, collections). Conducts quality audits and provides guidance to staff entering data.
- Reconciles quarterly accounts receivable and accounts payable invoices from the Province, ensuring costs for services are accurately reflected (e.g., prosecutions, Justices of the Peace, French language services). Reconciles accounts, and reports to management and the Province.
- Performs monthly bank reconciliations. Prepares journal entries, corrects discrepancies, and forwards to Finance for posting. Verifies returned NSF cheques were properly processed and applies fees.
- Develops and maintains financial statements and records for management, provincial auditors, clients, other municipalities, and Finance. Documents, allocates, and disperses revenues and expenses in ICON and the corporate financial information system (including to the Province and municipal stakeholders).
- Prepares financial reporting and statistics for overdue files, including collections handled by
agencies.
- Maintains and verifies outstanding accounts receivables and initiates overdue notices. Writes off outstanding fines in ICON per policy. Coordinates certificate of default filing, reporting, and processing with the Clerk of the Court and Legal. Deposits, records, and reports monies received.
- Investigates and resolves client complaints and inquiries from other municipalities and Ministries (e.g., missing and incorrect payments), and advises on corrective actions.
Additional Duties/Responsibilities
Performs daily cash register signoffs, and reconciles and closes bank in ICON. Reconciles payment lines (credit card, debit, cash) with staff processing payments, makes adjustments/reversals to balance, and audits floats.
- Monitors operating budget to ensure accurate expense coding and develops spreadsheets to monitor expenditures, project year-end balances, and identify variances. Assists management to prepare and monitor expenditures, and provides information on revenue, trends, and projections.
- Works with external auditors and corporate Finance on mandatory and non-mandatory audits.
- Assists to compile, analyze, and report statistical and financial information, including for budget, performance, and municipal benchmarking submissions. Advises on trends and projections.
- Acts as Clerk of the Court to commission court documents, forms, and certificates of default/ payment for small claims court filings.
- Assists to maintain vendor contracts, including for the online payment system (e.g., invoicing issues, arranges for service). Provides input to management regarding contractor performance.
- Maintains equipment and arranges servicing (e.g., point-of-sale, postage, and mail machines, photocopiers, printers). Orders office supplies and monitors expenses. Authorizes payments within approved limits.
- Acts as records assistant per corporate and program standards.
- Liaises and exchanges information with corporate Finance regarding budget preparation, expenditure approvals, revenue, and accounts receivable.
- Interacts with administrative staff regarding cash management and financial processes, an

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