Finance and Records Assistant

Job Location: Aylmer, Ontario

Job Description:

The Town of Aylmer is a progressive and growing community strategically positioned in the heart of Southwestern Ontario. The Town is inviting applications for a dynamic, well-organized, resourceful, and detail-oriented individual to join the Financial Services Department in the role of Finance and Records Assistant.

Committed to supporting the growth and well-being of its employees, the Town recognizes that work/life balance is important to a productive workplace and currently offers a compressed work week flexible arrangement with this position.

Reporting to the Director of Finance and working closely with the Information Services Department, the incumbent will provide administrative support to the Finance department and support the Town’s records management and business process systems.

Key Responsibilities:

• Provide general administrative support to Finance and Clerk’s office, as required, to ensure deadlines and objectives are achieved.
• Review department AP batches for accuracy in vendor assignments, tax handling, payable and PAP amounts and supporting documentation; guard against double payments; resolve discrepancies with department.
• Process all approved invoices, checks invoices for accuracy in price and quantities, including extensions, ensuring accurate allocation to general ledger accounts for payment in bi-weekly cheque/EFT run; enter data; resolve any system error reports; print and mail/distribute cheques; prepare summary and balancing reports; post to accounts payable and receivable sub-ledger and General Ledger; prepare electronic funds transfers.
• Maintain the Finance Department’s inactive and archival records within the records vault and electronic records systems, support records management within all Town departments.
• Maintain all relevant accounts payable and receivable procedures as developed by the Finance Department for the flow and handling of cash, calculations, posting and banking operations and reconciliations as required.
• Backup tax collection and processes as required.
• Responsible for reconciliation and preparation of journal entries related to accounts payable and receivable transactions including balance sheet accounts.
• Provide input to the Treasury Department’s annual business plan and help with annual AMP updates to support Deputy Treasurer as required.
• Assist with administration, implementation, and communication of the Records Management By-Law ensuring that service areas adhere to the policies and procedures associated with the retention and disposal of records.
• Assist with the maintenance, troubleshooting, development of the Town’s Laserfiche Cloud suite, including document repository, business process automation, and workflow.
• As required in support of the Administrative Support Clerk, receive and distribute paper/electronic invoices; match invoices and vouchers to any packing slips, purchase orders, receipts; prepare invoices and vouchers for data entry; check extensions, tax calculations and codes; assign vendor and account numbers; obtain departmental approval; ensure timely payment; resolve discrepancies with vendors.
• Review staff travel claims and purchasing/credit card reconciliations and supporting documentation; identify potentially fraudulent transactions; check accuracy in tax handling; prepare and post entry batches into accounting system; resolve discrepancies with department and/or employee.
• Support the Deputy Treasurer in the maintenance of an accurate listing of utility accounts and appropriate expense accounts and processing pre-authorized payments, reconciling to bank statements.
• Support the Deputy Treasurer in the maintenance of an accurate vendor database; and maintaining an effective accounts payable records management system.
• Support the Finance Department, and other departments on a backup basis, with the preparation of public communications related to customer service.
• Provide backup to the accounts receivable functions.
• As required in support of the Administrative Support Clerk, provide a high level, quality customer service at the municipal front counter including greeting customers and answering and directing incoming phone calls.
• Assist senior staff with grant research and writing as required.
• Assist senior staff with implementation and enforcement of the procurement policy as required.
• Assist with audits to assess compliance with records management policies, procedures and practices.
• Provide support to senior staff through other related duties as assigned.

Qualifications:

• A (3) year post-secondary degree or diploma in office administration, library or archival studies, information studies, accounting, business, or a related discipline.
• One (1) year of office administration/management experience, with preference for experience in a public sector setting.
• Satisfactory Police Clearance will be a condition of employment.

View the complete job description:

Finance-and-Records-Assistant-Job-PostingDownload

Salary Range: $28.94 to $35.17 per hour

This position generally works 35 hours per week with the ability to work outside of regular office hours on occasion to fulfill job requirements.

Apply today by emailing: hr@town.aylmer.on.ca

Qualified applicants are invited to submit applications to:
The Corporation of the Town of Aylmer
Attn: Human Resources
46 Talbot Street West Aylmer, ON N5H 1J7
Email: hr@town.aylmer.on.ca

Application Deadline: 5:00 p.m. March 11, 2024

We thank all applicants for their interest, however, only those selected for an interview will be contacted.
The Town of Aylmer is an equal opportunity employer. Accommodations are available for the recruitment process. Applicants are requested to make their needs known in advance.
In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act, 2001, and will be used for the purpose of candidate selection.