Town of Midland Job Description

Transcription

1 Town of Midland Job Description Position Title: Financial Clerk Department: Finance Reports to: Manager of Financial Operations / Deputy Treasurer Status: Full Time IBEW Grade 6 Position Summary The Financial Clerk(s) provides exceptional customer service while issuing invoices, receiving payment for property taxes and all other Town accounts receivable; issuing payment on vendor accounts and performing a range of general accounting and office duties. Duties and Responsibilities Although each position will have a focus on one or two of the areas below, the range of tasks performed by the Financial Clerk are: Customer Service and Cash Handling: Provide exceptional customer service in person to customers at the counter; Receive and process payments and issue receipts for property taxes, parking tickets, building permits, development charges and other planning department fees, various licenses, dog tags, garbage tags and miscellaneous accounts receivable; Process receipts collected externally, such as transit and parking meter revenue; Balance assigned finance till and prepare bank deposit on a daily basis; Process telebanking payments including downloading Electronic Data Interchange (EDI) information; Provide exceptional customer service on the phone or via other forms of communications, as required, for all enquiries received whenever possible or providing appropriate contact whether in or out of municipal jurisdiction; Provide internal customer service including receiving all incoming courier deliveries for Town Hall and providing oversight and security over outgoing packages. Property taxation: Maintain the assessment roll (additions, deletions, mortgage and ownership changes, address changes); Prepare and distribute interim and final tax billings as well as reminder notices; Handle taxpayer, mortgage company, legal and a range of other property-related enquiries; Prepare and issue tax certificates; Process and distribute supplementary tax billings; Calculate and prepare property tax write-offs and refunds; Process charity and vacancy rebates as well as Request for Reconsiderations; Monitor arrears and follow up with telephone contact on reminder notices as required; Reconcile the property tax sub-ledger to the general ledger on a regular basis; Calculate penalties and interest on arrears monthly and print and mail arrears notices on a periodic basis; Financial Clerk Revised February 2018 Page 1 of 5

2 Process adjustments on accounts as required; Calculate and process pre-authorized payment plan on predetermined schedule, update plan based upon applications received; Provide administrative duties related to the tax registration process. Accounts Receivable: Receive invoice requisitions and prepare accounts receivable invoices using financial software; Reconcile accounts receivable sub ledger to the general ledger; Prepare statements and follow up reminders for collection; Follow up on delinquent accounts. Accounts Payable: Receive invoices and distribute for approval and general ledger coding; Review invoice coding for reasonableness; Ensure invoices are matched with appropriate purchase order and receiving slip; Input invoices into the accounts payable system; Prepare excel spreadsheets to support cost distribution of invoices related to certain utilities, petty cash and construction payment certificates; Review invoice audit reports for input errors and HST calculations; Process invoices for payment by cheque and electronic funds transfer (EFT) based on vendor terms; Reconcile supplier statements to invoices on a monthly basis; Process mileage and expense accounts upon receipt with proper approval; Reconcile accounts payable sub ledger to the general ledger; Maintain invoice filing system; Process government deduction payments. General Accounting: Prepare excel spreadsheet for support in updating fees and charges and reconciling suspense accounts; Process petty cash funds; General ledger account analysis and reconciliation; Prepare and post journal entries; Perform various bookkeeping functions, as assigned; Provide information on status of accounts to others, internally and externally, as required. Payroll: Provide all payroll services and process biweekly payroll when the Payroll Clerk is out of the office; Maintain attendance analysis spreadsheet for all active employees. General Office duties: Open, sort and distribute mail daily; Filing of roll information, invoices, etc; Maintain the records management system for the Finance Department; Financial Clerk Revised February 2018 Page 2 of 5

3 Process mass mailings for billings and reminder notices and other mail distributions that may be required from time to time; Manages service requests or complaints by working with appropriate staff to respond; Manages meeting requests and arrangements for the Director of Finance as needed; Order general office and kitchen supplies; Other duties as required. Qualifications and Requirements Post-secondary diploma in Accounting or equivalent program at an accredited educational institution or proven track record of previous years of related work experience; Demonstrated account analysis and general office/administration skills would be an asset; Excellent attention to detail, oral and written communication skills with the ability to communicate with staff at all levels as well as various stakeholders including the general public; Strong team player with collaborative approach, excellent interpersonal, organizational, prioritization and time management skills; Strong computer skills with extensive knowledge of Microsoft Office (Outlook, Word, Excel, Power Point, Publisher, Access), website software and Adobe Acrobat as well as a variety of financial software including FMW Budget Software, Diamond Great Plains, Work Manager, Ticket Processor, VGR (donation receipt software), Global Transport (credit card processing via internet). Effort/Physical Demands Physical demand requires standing, sitting and walking Mental demands of customer service Visual attention for detail and health and safety while on the job Working Conditions Normal work week is 35 hours, Monday to Friday 8:30am to 4:30pm with a one hour unpaid lunch Normal office working environment Financial Clerk Revised February 2018 Page 3 of 5

4 Typical Working Conditions Environment Standard work week Shift work required? Unusual hours/shifts? Standard office environment 35 hours Monday-Friday No No Typical Physical Demands PHYSICAL EFFORT Sitting Standing/walking DURATION Between 1 and 2 hours b) If lifting is required please indicate the maximum weight: FREQUENCY VISUAL EFFORT DURATION FREQUENCY Reading/Input of data Report writing/ Operating a computer Between 1 and 2 hours ATTENTIVE LISTENING DURATION FREQUENCY Consulting with other staff and management Between 1 and 2 hours Identified Hazards NEVER SELDOM OCCASIONAL REGULAR CONTINUOUS Chemical Substances Please describe: Scents and odours Heat, Cold, Noise Financial Clerk Revised February 2018 Page 4 of 5

5 Please describe: weather from external doors sometimes impacts workstation Outside Work Please describe: Bodily Fluids Please describe: potential exposures dealing with customers Noise Please describe: Open office environment/lack of privacy. Toxic Substances Please describe : Photocopier toner Mechanical Equipment Please describe: photocopier, shredder, mail machine Personal Injury Please describe: slip, trip, fall; strain/overexertion while lifting files Work Related Diseases Please describe: Musculoskeletal Disorders Please describe: continuous computer and desk work Typical Equipment Utilized Computer Vehicle Light Equipment Please list: Heavy Equipment Office Equipment (fax, calculator, etc.) Please list: Telephone Financial Clerk Revised February 2018 Page 5 of 5