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Accounting Support Representative

2 months ago

Halifax, Canada Halifax Regional Municipality Full time

9042BR

Accounting Support Representative - 18 Month Term

Job Posting

Halifax Regional Municipality (HRM) is inviting applications for a temporary up to 18-month term position of Accounting Support Representative in Finance & Asset Management. Under the direction of the Payment Processing Supervisor, this position is responsible for the timely processing and payment of HRM invoices. 

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves & recognizing Diversity & Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy & we welcome applications from African Nova Scotians & Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities & 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

DUTIES AND RESPONSIBILITIES:

Responsible for accurate processing of high volumes of invoices, including but not limited to verifying purchase order information in regards to prices, materials and vendor numbers; Effectively organizing, prioritizing, and problem solving in order to meet deadlines related to payment due dates; Recording and tracking using SAP to coordinate payments for utilities, travel and phone; ensuring all deadlines are met; Responsible for accurate cheque matching with supporting documentation; distribution, verification and final approval of all cheques requiring special attention, including confidential transactions; Responsible for ensuring confidentiality is maintained at all times; Resolving discrepancies between invoices, goods receipts, and purchase orders by means of investigation and communication with relevant parties such as vendors and purchasing officers; Data entry of journal entries to ensure correct cost allocations including upload journals; Payment processing of manual cheque requests - including verification of signing authority and appropriate backup; Responsible for maintaining a high standard of customer service while addressing any inquiry/concern from internal or external customers. This includes researching and following up with customers in a timely fashion; Responsible for reconciliation of vendor sub-ledger accounts in SAP to vendor statements; Participates in cross-training and providing vacation cover-off for other team members as operationally required; Receives information in the form of inquiries, complaints, compliments, suggestions and requests for service via phone, email and in person; Assists in quality assurance initiatives by coaching other ASR's to improve quality of responses provided and actions taken; Promotes compliance with HRM Purchasing and Disbursements policies; Liaises via phone, email and in person, in a clear, courteous and professional manner with vendors and all HRM business units to resolve vendor disputes and expedite payments; Responsible for contacting vendors and liaising with HRM business units when handling special requests (i.e. urgent cheque requests, providing proof of payment, etc.); Promotes compliance with Canada Customs and Revenue agency guidelines regarding HST and ensures correct HST treatment to transactions (i.e. self assessing invoices); Undertakes administrative responsibilities such as filing, faxing, typing and general office procedures; Due to operational requirements, i.e. year end, vacations, etc., overtime is occasionally required. QUALIFICATIONS
Education and Experience: Grade 12 or equivalent, completion of a recognized business or accounting program would be an asset; Must have two years related accounts payable experience; A suitable combination of education and experience will be given consideration. Technical / Job Specific Knowledge and Abilities: Ability to work in a computerized Windows environment is required, including an intermediate level in standard word processing and spreadsheet applications (or demonstrated equivalent); Knowledge of HRM Procurement and Accounts Payable processes using the SAP system would be considered an asset. Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note – Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion.

Competencies:   Customer Service, Teamwork and Cooperation; Analytical Thinking, Communication, Valuing Diversity.
 
WORK STATUS:   18 - Month Term Full Time
 
HOURS OF WORK:   Monday to Friday, 8:30 am - 4:30 pm; 35 hours per week. Flex options to work outside of these hours & hybrid may be available.
 
SALARY:   Level 4 -$27.58 per hour as per NSGEU Local 222 Collective Agreement
 
WORK LOCATION: 40 Alderney Drive, Dartmouth, NS (Alderney Gate Building)
 
CLOSING DATE:  Applications will be accepted until 11:59 pm on Tuesday, July 23, 2024

This is a bargaining unit position. External applicants will only be considered if there are no qualified bargaining unit candidates.