Financial Assistant/Executive Assistant

Job Details: Financial Assistant

This position is a direct report of the Manager of Finance of the Town of Stewiacke. The incumbent will be responsible for the accurate and uniform management of the taxation and utility accounts in accordance with the Municipal Government Act, Nova Scotia Utility and Review Board and policies of Council. The incumbent will need to work regularly with Finance and will require a high degree of skill and understanding of accounting procedures and administrative processing in the public sector.

Activities: Financial Assistant

Below is a list of essential functions of the position, however is not intended to be a complete list of tasks performed within this position. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position.

· Maintain and balance Assessment Roll records of accounts;

· Prepare, maintain and balance tax and utility billing;

· Prepare all billings and overdue notices for accounts, including those due to Mortgage Companies;

· Prepare and process interest charges on accounts;

· Responsible for preparing and reviewing monthly Accounts Receivable reports;

· Reconcile listing totals to General Ledger Control Accounts, obtain sign off from Finance;

· Prepare notices for arrears and disconnection of service;

· Assist with collection procedures for all receivables, as required;

· Assist in the Tax Sale process in accordance with the Municipal Government Act;

Activities: Executive Assistant

· Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.

· Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

· Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.

· Prepares reports by collecting and analyzing information.

· Maintains development and building permit files ensuring all information/fees are collected and file is complete for review by Development Officer.

· Completes projects by tracking work assigned to staff and following up on results.

· Prepares agenda for Council and Committees. Prepares Council packages and prepares Minutes from Council and Committee of the Whole meetings.

· Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.

· Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.

· Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques.

· Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.

· Contributes to team effort by accomplishing related results as needed.

Qualifications

The minimum qualifications required to successfully perform the job are as follows:

· Completion of high school or equivalent;

· College or University certificate/diploma in Accounting or Business Administration

· Minimum of five year’s experience in accounting for revenues, preferably in a municipal government environment

· Three to five years of executive assistant experience

· Or, an acceptable combination of education, training and experience

Knowledge, Skills and Attributes

Below is a generalized list of basic knowledge, skills and attributes, we would like to see in a successful candidate

· Knowledge of accounting functions, such as general ledgers, accounts receivables and reconciling accounts, an asset;

· Strong knowledge of computer applications, including MS Office Suite and Diamond Accounting Software;

· Strong to excellent interpersonal skills;

· Excellent organizational and time management skills;

· Strong to excellent communications skills (listening, written and oral);

· Be tactful, positive, personable, team player and customer service oriented;

Job Types: Full-time, Permanent

Salary: $32,760.00-$47,320.00 per year

Benefits:

• Company pension
• Dental care
• Extended health care

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 2024-01-19