Financial Operations Assistant

Summary of Duties:

Reports to the Manager of Accounting.  Ensures effective and efficient control over the issuance of the Corporate cheque run including research and problem solving of discrepancies; performs administrative support for Division.

Work Performed:

• Controls, ensures accuracy and coordinates issuance of the Corporate cheques.  Assists the Accounts Payable Clerk with solving of discrepancies of payments in the accounts payable process. Ensures cheques are distributed according to established procedures. Appropriately safeguards cheques at all times.
• Ensures payment requests have required supporting documentation and proper authorization where required. 
• Prepares Cheque and Electronic Funds Transfer (EFT) payment documentation for physical approval by a signing officer.  Balances cheques according to supporting documentation by matching them with payments.
• Ensures courier deadlines are met for cheques going to satellite locations. Processes and distributes Divisional internal and external mail.
• Receives and directs general inquiries of a wide-ranging nature relating to Finance Division. Receives visitors to the division and directs appropriately.
• Maintains, updates and reviews the corporate signing authority lists to ensure appropriateness.  Advises Manager of Accounting of any issues.
• Assists management in all administrative areas including scheduling meetings.
• Prepares and issues sequentially numbered charitable donation letters.
• Monitors and orders office supplies for ongoing operations.  Liaises with Divisions/Service Areas and external vendors for purchase orders and/or repairs.
• Prepares U.S. cheques, bonds of indemnity, promissory notes and debentures, letters, memorandums, forms and payment schedules.
• Maintains Petty Cash and prepares reimbursements for divisional staff, accounts payable vouchers and journal entries. Prepares purchase requisitions and maintains purchase orders, ensuring control over receipt of items purchased.
• Maintains divisional records retention files. Prepares letters, reports, issues invoices and other general administrative tasks.
• Assists in the distribution of financial reporting documents including the Financial Report and Financial Statements.
• Performs related duties as assigned.

Qualifications:

One-year Community College Office Administration Program or equivalent.

Experience:

Six months of related experience is required.

Compensation & Other Information:

$39,153 - $56,877 (Level 6)

This posting is for one (1) temporary full-time up to 1 year position.

Current hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m.

Work Arrangement: On-site. Subject to change in accordance with business requirements.

These hours of work are subject to change in accordance with the Collective Agreement and may include evening hours and Saturdays.

NOTE: Applicants may be required to complete a job related test.

Police Record Check:

The successful candidate will be required to complete a Criminal Record Check.