Financial Services Assistant

Financial Services Assistant (Temporary)

Financial Services Assistant (Temporary) Located at the school board office at 3143 Jacklin Road in Langford, the Finance Department of School District No. 62 (Sooke) is presently seeking a temporary Financial Services Assistant to join our collaborative work environment.

It is a 35 hour per week temporary position for 8 months.

School District 62 (Sooke) is the fastest growing school district on Vancouver Island and one of the fastest growing districts in British Columbia. The District is in the Capital Regional District and operates in five municipalities: Langford, Colwood, Metchosin, Sooke and the Highlands. The operating budget for the District is in excess of $180 million, with a student population of over 14,000.

Knowledge and Experience

- Grade 12 and recent completion of additional post‑secondary courses in accounting or related area; Minimum grade of C+ on all post‑secondary accounting courses.

- Intermediate knowledge of Microsoft Office Word and Excel, as well as proficiency in a Windows environment.

- Previous accounting‑related office experience and experience with accounting software an asset.

- Customer service and/or client service experience is considered an asset.

- Good written and oral communication skills with the ability to communicate to all clients.

- Ability to respect the confidential nature of financial transactions, correspondence and discussions.

Skills and Abilities

Strives for Personal Excellence: is mindful, remains calm and responds thoughtfully; takes pride in work; possesses strong attention to detail; takes initiative and proactively plans, prioritizes and organizes work; follows the District’s Code of Conduct and values; follows through on commitments and takes responsibility for actions.

Practices a Growth Mindset: demonstrates a positive outlook towards learning and is committed to ongoing development to expand skill set; stays current; reflects on self to continually learn and improve; remains positive; demonstrates adaptability and is willing and able to adjust to changes.

Thinks Critically and Creatively: asks questions for better understanding; uses a solution‑based approach to analyze relevant facts, evidence and data to determine specific issues and inform ways forward; thinks outside the box; looks for opportunities to continuously improve.

Effectively Communicates and Collaborates: clearly articulates thoughts and ideas and shares timely and relevant information openly, honestly and respectfully using oral, written and visual formats; actively listens and responds appropriately; seeks opportunities to gain input and is open minded to the ideas and points of view of others.

Builds Relationships, Fosters Interconnectedness and Cultivates Community: supports a welcoming and safe environment that values and appreciates differences and is reflective of everyone; actively shows courtesy and respect to all, proactively builds healthy and trusting relationships with all; contributes to a positive working environment.

Problem Solving/Sound Judgment: analyzes problems systematically, organizes information, and identifies key factors and options leading to successful outcomes.

Responsibilities

Journal Entry Processing

- Prepare and process journal entries.

- Review journal entries submitted to the department for appropriate backup and authorization.

Accounts Payable

- Review invoices for appropriate account coding and authorizations.

- Audit supporting documentation to ensure compliance with relevant policies and standards.

- Enter invoices into accounting software accurately and efficiently.

- Review purchasing card reports for compliance with relevant policies and standards.

- Generate outstanding cheque report and follow up on outstanding cheques.

- Record the reduction of commitments against purchase orders and track outstanding orders.

Accounts Receivable

- Maintain fee schedule and prepare monthly A/R invoices for District rental contracts.

- Prepare and issue miscellaneous invoices as required.

- Export and review School Cash Catalogue reports to record monthly revenue transactions.

- Generate monthly aged A/R report and follow up on outstanding balances.

Filing and Documentation

- Assist with labeling and other document retention activities.

- Ensure documentation is filed appropriately and efficiently.

- Assist with creating system procedure documentation.

- Receive and record receipt of the District’s monthly purchasing card reports.

Other

- Respond quickly, concisely and accurately to queries from all levels of staff and outside agencies.

- Assist with updates and improvements to the Finance Department’s intranet webpage.

- Perform other duties as required by the supervisor.

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