Division: Financial Services
Department: Office of the Chief Administrative Officer
Initial Reporting Location: Tom Davies Square
Job Status: Limited Position
Estimated Probable Duration: Up to Seven (7) Months (with possibility of extension)
Union Affiliation: CUPE 4705 Inside Unit
Hours of Work: 70 hours bi-weekly
Shift Work Required: No
Range of Pay: Group 6 - $28.02 to $32.94 per hour
The start date will follow the selection process.
Main Function: Provide secretarial and administrative support to Finance, Assets and Fleet Division Managers and Employees, and assist in accounting functions.
Characteristic: Under the general supervision of the Administrative Assistant to the Executive Director of Finance, Assets and Fleet.
Duties:
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.
23. Assist with reviewing and sorting of incoming Accounts Payable and Accounts Receivable paper mail and e-mail, and distribution to appropriate staff/departments.
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.
Note: The above duties are representative of a typical position and are not to be construed as all inclusive.
Qualifications
Education and Training:
- Satisfactory completion of Secondary School (Grade XII) Education.
Experience:
- Over one (1) year and up to and including two and one-half (2½) years of related office experience, preferably within an accounting setting.
Other Requirements:
- 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 and proven ability related to computer software and administrative systems in a Windows environment (e.g. files maintenance, word processing, computerized spreadsheet applications, presentation software, Corel and PowerPoint Presentations, information input and retrieval, etc.).
- 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.
Competencies: (click to view)
Competency Library - Level 1 Proficiency
Notice to Job Applicants: Definition of "Assets" on Job Postings — A number of Job Postings will contain items described as "assets" under the Qualifications heading. By way of definition, assets are qualifications which are not required but are deemed to enhance performance and therefore considered in the recruitment process.
This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.
Development opportunity range of pay: $27.48 to $31.74 per hour. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.
