Position No. Job Title Supervisor s Position Accounts Receivable Clerk Senior Finance Officer ( )

Transcription

1 1. IDENTIFICATION Position No. Job Title Supervisor s Position Accounts Receivable Clerk Senior Finance Officer ( ) Department Division/Region Community Location Finance Kitikmeot Regional Operations Cambridge Bay Helen Maksagak Building Fin. Code: ???? 2. PURPOSE Main reason why the position exists, within what context and what the overall end result is. Provides accounting and administration support to the Departments within guidelines, policies and procedures of the department and the Government of Nunavut (GN) to ensure that financial objectives are met in an efficient and accurate manner within the division. 3. SCOPE Describe the impact the position has on the area in which it works, or if it impacts other departments, the government as a whole, or the public directly or indirectly. How does the position impact those groups/individuals, the organization and/or budgets? What is the magnitude of that impact? Provides accounting and administration support to the department, and is responsible to ensure that financial data is received and input into the system in a timely and efficient manner. The incumbent is responsible to ensure all documentation that is received from departments, such as receivables and payables, is data entered and processed efficiently within the department so that user clients, the public, employees, and outside agencies and the government are compensated fairly, efficiently, and accurately. 4. RESPONSIBILITIES Describe major responsibilities and target accomplishments expected of the position. List the responsibilities that have the greatest impact on the organization first and describe them in a way that answers why the duties of the position are being performed. For a supervisory or management position, indicate the subordinate position(s) through which objectives are accomplished. 1) Provides accounting functions to ensure proper budget controls are maintained by: Receiving invoices from suppliers, hotels and employee travel vouchers then reviews and checks for accuracy in accordance with set procedure and prepares payment documents. Applying appropriate coding, and verifies through the use of Free Balance that funds committed are sufficient to cover the payment, and if not contacts the appropriate Accounts Receivable Clerk Page 1 March 1, 2017

2 authority to obtain free balance spending authorization. Preparing a form letter to accompany payment documents to explain any variance of an invoice. Reviewing documents for compliance to the Free Balance Procedures Manual, Collective Agreements, Directives, Policies and regulations. Preparing working papers on transactions of possible control weakness and fraud potential, and recommends finds to be included in management reports. 2) Reviews and verifies accounts payable and commitment documents for departments to ensure that the transactions are accurate and complete and made in accordance with all Financial Administration directives, policies and procedures and Collective agreements by: Verifying accuracy of all the document arithmetic calculations, and that the transaction is charged to the appropriate account and the coding is accurate. Auditing supporting documentation to the transaction to ensure that it is adequate and relevant to the transaction, and instructions on the payment documents are appropriate to the situation. Ensuring the transaction is within the established Spending/Payment authority limits. Verifying signatures are valid according to the Financial Signing Authority spread sheets and Specimen Signature Records (SSR). 3) Processes all Request for Invoicing from Departments by: Reviewing all request for invoicing for accuracy and completeness and forwarding to Finance Officer for approval. Preparing Request for Invoicing for the Department of Finance. Splitting and distributing invoices for mailing and filing. 4) Provides Free Balance data entry for GN Departments by: Operating the terminal efficiently and accurately to input data from a variety of source documents with minimal errors. Visually checks the documents for completeness comparing the input on the data screen to the source document. Confirming the accuracy of input department data by verifying the Processed Transaction Report to source documents. Recording Free Balance edit errors using an Error Correction Voucher and entering corrections made to documents in response to the financial system edit errors. 5) Receives all incoming monies to ensure effective control of Government funds by: Classifying revenue and applying to accounts receivable or revenue budget appropriation. Preparing General Receipts using the proper coding to record all incoming monies. Data enter General Receipts into appropriate Free Balance Revenue screens. Accounts Receivable Clerk Page 2 March 1, 2017

3 Ensure that monies are deposited to bank on a daily basis. 6) Maintains all departments signing authorities by: Ensuring all departmental signing authorities is accurate and up-to-date. Maintaining department files of all Financial Signing Authorities Spreadsheets and SSRs. Maintaining historical files for all departments Signing Authorities. 7) Assists in completion of all employee clearance requests to ensure they are not indebted to the GN by: Confirming that terminating employees are not indebted to the GN by reviewing travel advances, standing advance, petty cash advance, accounts receivable and payroll liability accounts. 8) Other duties as assigned. 5. KNOWLEDGE, SKILLS AND ABILITIES Describe the level of knowledge, experience and abilities that are required for satisfactory job performance. Knowledge identifies the acquired information or concepts that relate to a specific discipline. Skills describe acquired measurable behaviours and may cover manual aspects required to do a job. Abilities describe natural talents or developed proficiencies required to do the job. These requirements are in reference to the job, not the incumbent performing the job. Grade 12 or GED and two years of related working experience Knowledge of basic accounting procedures in areas of Accounts Receivable/Payable Ability to apply accounting procedures to financial operations. Working knowledge of computer word processing and financial spreadsheets Knowledge of basic office environment, data processing and filing systems. Ability to communicate in Inuinnaqtun/Inuktitut is an asset. Accounts Receivable Clerk Page 3 March 1, 2017

4 6. WORKING CONDITIONS List the unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent. Express frequency, duration and intensity of each occurrence in measurable time (e.g. every day, two or three times a week, 5 hours a day). Physical Demands Indicate the nature of physical demands and the frequency and duration of occurrences leading to physical fatigue or physical stress. Physical effects are experienced due to prolonged interaction with computer monitors in a sitting position. Eye strain, back discomfort and keyboard induced tension are most common. Environmental Conditions Indicate the nature of adverse environmental conditions to which the jobholder is exposed, and the frequency and duration of exposures. Include conditions that increase the risk of accident, ill health, or physical discomfort. The incumbent is not subjected to adverse environmental conditions. Sensory Demands Indicate the nature of demands on the jobholder s senses. These demands can be in the form of making judgements to discern something through touch, smell, sight, and/or hearing. It may include concentrated levels of attention to details though one or more of the incumbents senses. The incumbent is exposed to long hours working on the computer terminal which can cause fatigue and eye strain. The incumbent is subjected to many interruptions making in difficult to focus on details. Mental Demands Indicate conditions within the job that may lead to mental or emotional fatigue that would increase the risk of such things as tension or anxiety. Work deadlines are often tight causing anxiety, stress and/or fatigue. Constantly changing management priorities require the individual to be regularly reassessing work scheduling and priority setting. Accounts Receivable Clerk Page 4 March 1, 2017

5 7. CERTIFICATION Employee Signature Senior Finance Officer ( ) Supervisor Title Printed Name Supervisor Signature Date: I certify that I have read and understand the responsibilities assigned to this position. Date: I certify that this job description is an accurate description of the responsibilities assigned to the position. Deputy Head Signature Date I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure. 8. ORGANIZATION CHART Please attach Organizational Chart indicating incumbent s position, peer positions, subordinate positions (if any) and supervisor position. The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position. Accounts Receivable Clerk Page 5 March 1, 2017