23.32 - Accounting & Payroll Assistant

Hastings Prince Edward Public Health (HPEPH) serves the counties of Hastings and Prince Edward from four office locations including Belleville, Bancroft, Picton and Trenton. HPEPH is situated and provides services on the traditional territory of the Anishinaabe, Huron-Wendat and Haudenosaunee people. Our organization is comprised of approximately 140 multidisciplinary staff, working together to monitor the health of our local population, deliver programs and services within our communities, and help develop healthy public policies. We provide information and support in many areas to help improve the health and well-being of our residents. Together with our communities, we help people become as healthy as they can be.

POSITION SUMMARY:

Reporting to the Manager, Finance, the Accounting & Payroll Assistant is responsible for the accurate processing of accounts payable and receivable and performs bookkeeping and accounting functions up to and including preparing financial reports. This detail oriented professional assists in payroll duties, reconciliations, account analysis, fixed assets and records management, and provides general administrative services as required.

Responsibilities Include:

• Ensures accounts payable invoices, visa statements, petty cash, etc. are matched by purchase requisitions, purchase requisitions are properly authorized, and G/L account numbers assigned, enters accounts payable invoices into software/database, ensures journal entries balance and posts journal entries. Process reimbursements including travel and mileage. Prepares analysis for general ledger accounts.
• Processes electronic payments. Prints cheques and distributes as necessary.
• Prepares accounts receivable invoices, cash receipts, assigns G/L account numbers, enters data into software/database, and posts journal entries. Deposits cash receipts for all bank accounts.
• Prepares financial transactions and account reconciliations for biweekly payroll, staff benefits, donations, union dues, etc.
• Completes payroll activities by reviewing timesheets, entering absences, and updating data in the HR – Payroll system. Reviews data for accuracy and compliance with collective agreements and employment standards.
• Responds to internal and external inquiries.
• Scans financial transactions and saves into corporate records management system; archives financial files; conducts regular audits to ensure quality control of system.
• Maintains fixed assets module; conducts regular inventory, reviews and maintains asset listings for completeness and maintains amortization records.
• Assists in the preparation of year end working papers and provides information to external auditors.
• Assists with projects and process improvements including automation.

Organizational Responsibilities:

• Establishes and cultivates positive working relationships.
• Maintains effective communication and public relations.
• Actively serves on internal and external committees, work groups, etc. for HPEPH as assigned, and participates in the development of operational plans, as requested.
• Models, supports, and endorses Ontario Public Health/HPEPH values and change initiatives.
• Demonstrates a commitment to the HPEPH mission and values and acts as an ambassador for HPEPH when in contact with the public and other agencies.
• Where appropriate, identifies risk and implements risk mitigation strategies.
• Uses good judgement, and evidence where appropriate, to make informed decisions.
• Follows all applicable HPEPH, Ontario Public Health standards, legislation, and professional standards.

MINIMUM QUALIFICATIONS:

Education

• Completion of a 2-year Business Administration Accounting post-secondary education; an equivalent combination of education, training and experience may be considered.
• Related designation (CPA, PCP, CEBS) is considered an asset.

Experience

• 2 years general accounting experience.
• Proficient with payroll transactions, accounts payable, accounts receivable, purchasing, and general ledger processing.
• Experience using SAGE AccPac considered an asset.
• Experience using Ceridian Dayforce considered an asset.

Knowledge, Skills, and Abilities

• Excellent mathematical and analytical skills.
• Meticulous attention to detail and accuracy.
• Good verbal and written communication skills.
• Strong time management skills; ability to prioritize and meet deadlines.
• Ability to take initiative, work with minimal supervision.
• Ability to establish and maintain confidentiality.
• Intermediate computer proficiency (Microsoft Office), specifically in the use of Excel.
• Demonstrated ability to learn new software programs, including accounting and payroll systems.
• Immunizations must be up-to-date and maintained in compliance with all applicable HPEPH policies.
• Valid Ontario driver’s license and access to a reliable vehicle.
• Satisfactory Criminal Reference Check.

Contract Duration:
This contract is expected to start in February of 2024 and last up to January of 2025.

Working Conditions:
Interact with internal and external contacts. Requires extended periods sitting and using computer; concentration with data entry/manipulation. May occasionally drive to financial institutions. Will handle cash. Flexible working hours required occasionally. Normal working hours are 8:30AM – 4:30PM.

If you are interested in applying, we would encourage you to review our Submission Guidelines on our website.

Applications must be submitted to our careers email address.

HPEPH welcomes applications from individuals living with disabilities. To make arrangements for accommodation during the recruitment process, please contact Human Resources.

Job Types: Full-time, Fixed term contract

Salary: $50,701.00-$60,868.00 per year

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 2024-01-05