Administrative Assistant, Finance

1 week ago

Port Hope, Canada Municipality of Port Hope Full time

The Administrative Assistant is responsible for administrative support for the Director, Finance and the Finance Department, including assistance with accounting entries, accounts payable and customer service for the Finance Department.

**Compensation**

35 hours per week, $53,257 - $62,304 per annum

**Benefits and Perks**
- Employer paid Group Health, Dental and Life Insurance after three months of employment
- OMERS Pension Plan from the date of hire
- Professional Development and Skill Based Training Opportunities
- Alternate Work Arrangements
- Wellness, Social and Staff Ambassador Committees
- Employee and Family Assistance Plan
- Perks and Savings Partnerships

**Qualifications**
- Completion of Community College in Business Administration or Accounting
- Three (3) to four (4) years administrative support experience, preferably working for a Senior Manager.
- Municipal experience would be an asset.
- Verbal communication skills including courtesy, tact, explanation, judgement, and discretion.
- Written communication skills including grammar/spelling skills for proofreading, editing, and writing of reports/correspondence
- Interpersonal and customer service skills.
- Organizational and time management skills (multi-task).
- Detail orientation.
- Demonstrated ability to strictly maintain the confidentiality of highly sensitive information.
- Flexible and adaptable.

**Responsibilities**
- Perform administrative duties for the Director, Finance and finance staff including support for the purchasing, payables, taxation, utility billing, other invoicing, collections, accounting, contracts, risk and claims management functions.
- Prepare meeting agendas, setup for, attend meetings and take meeting minutes, distribute minutes, track/manage deliverables identified in meetings.
- Processes payments (e.g. water bills, taxes, dog tags, bus tickets, etc.) including receiving revenue and issuing receipts; balancing and depositing cash receipts and post-dated cheques.
- Provide backup coverage for the Customer Service Assistant, and Accounts Payable Administrator for vacation, absences, and high volume periods; assist by providing services to the Customers and office staff.
- Administer the office equipment and supplies for the department, including ordering and tracking office supplies, maintenance of office equipment and confirming compliance with purchasing policy.
- Track status of correspondence addressed to the Finance department and copy to applicable internal contacts; gather relevant information from internal contacts; develop consolidated draft response; reviewed by signatory and response issued within established timeline.
- Assist with the review and reconciliation of financial information.
- Administer finance petty cash and reconcile finance department credit card statements.
- Administer the Records Management Information (RIM) system for the department, filing documents both manually and electronically. Department Sharepoint liaison and super-user
- Coordinate donation requests and administer the Community Grants Program.
- Serve as the department communications liaison; Manage and co-ordinate the insertion of all Department advertisements and information public notices and on the Municipal website.
- Update the Municipal website with information pertaining to the Finance department and post new information as required e.g., Budget, Presentations.
- Co-ordinate meetings for the Director, Finance with internal and external contacts; provide information to attendees as required; arrange food and beverages for meetings as required.
- Conduct research on the internet, in corporate records, external resources etc. as required.
- Register and make travel and accommodation arrangements for Finance staff attending conferences and complete expense reimbursement forms.
- Support continuous improvement and identify appropriate changes to policy and procedures to implement best practices.
- Adhere to high standards of ethical behaviour and demonstrate their understanding that their personal actions impact the public’s perception of the Municipality.
- Perform other duties as assigned by the Director, Finance or designate.

**Submit an Application**

Please submit your cover letter and resume online at Careers - Municipality of Port Hope by Sunday November 17, 2024. Interviews may be scheduled in advance of the closing date.

**Recruitment Process**

The Municipality of Port Hope is a progressive employer who believes a diverse and inclusive workplace strengthens the team and fosters an environment where everyone feels as though they belong and their dignity, beliefs and identity are respected.

We are committed to creating and sustaining an environment that provides a supportive workplace and equal opportunity for all employees. Accommodations can be requested throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act.

Personal information is collected under

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