HomeMy Public PortalAboutAccounting and Administrative Assistant_Job Description_Finance_2018-08-20
MUNCIPALITY OF THE DISTRICT OF CHESTER
POSITION DESCRIPTION
Position Title: Accounting/Administrative Assistant
Salary Band: Administrative Assistants
Department: Finance
Reports to: Manager of Finance
Status: Permanent Fulltime
Classification: Administrative
Location: Municipal Complex (151 King Street), subject to Change
Hours: Normally 8:30 a.m. to 4:30 p.m., subject to change.
Date: August 20, 2018
SCOPE
The Accounting/Administrative Assistant performs various duties and functions as required for various
municipal departments. The Accounting/Administrative Assistant works under the supervision of the
Manager of Finance.
OBLIGATIONS AND RESPONSIBILITIES UNDER LEGISLATION
1. The Municipality of the District of Chester is committed to workplace safety and all employees are
expected to actively participate in the Municipality’s Occupational Health and Safety Policy and
Program and Occupational Health and Safety Legislation as well as Regulations of the Province of
Nova Scotia.
2. The Municipality of the District of Chester complies with the Employment Legislation of Nova Scotia
and all employees are also expected to act in accordance to the appropriate Legislation as well.
JOB DUTIES & RESPONSIBILITIES
1. ACCOUNTING ASSISTANT
ACCOUNTS PAYABLES
Process invoices for payments by:
Accounting/Administrative Assistant (continued) 2
a) Ensuring goods and services have been received and that authorized staff have approved the invoice
for payment.
b) Review calculations on invoices to ensure that they are correct.
c) Prepare the batch of invoices for payment in accounting software (Great Plains) and have it approved
by the Manager of Finance.
d) Prepare cheques for the approved invoices and arrange for proper signatures of the cheques; arrange
for delivery or pick up of cheques.
e) At the request of Directors and/or the CAO, locate past and/or current invoices for review.
f) Balance monthly vendor statements and work with vendors, as necessary, to resolve any
discrepancies.
ACCOUNTS RECEIVABLES
g) Communicate and interact with the general public, providing information and assistance in person,
by telephone, and electronically.
h) Receive tax and other payments at counter and process payments received via mail.
i) Assist with the preparation of bank deposits and balancing daily cash.
j) Keep address changes up to date when received and update information on tax accounts (Great Plains
and Single Address Initiative).
k) Post accounts receivable invoices and mail out monthly statements.
2. ADMINISTRATIVE ASSISTANT
PUBLIC RELATIONS
a) Act as first point of contact for general public, including performing duties of receptionist.
b) Provide courteous and positive public relations with internal and external customers.
c) Assist in the preparation and distribution of notices/ads for meetings and distribution of agendas
and information packages for committee meetings.
d) Work with department to provide information for the Municipal Website.
e) Perform other duties as assigned by the Manager of Finance.
INFORMATION PROCESSING AND RECORDS MANAGEMENT
f) Screen correspondence, respond to requests for information, and draft written responses to general
enquires.
g) Attend meetings and record, transcribe, and distribute minutes when required.
h) Research and prepare reports and documents, including spreadsheets, or word processing.
i) Monitor and file relevant advertising from newspapers.
j) Maintain general contact information on departments and organizations as required.
Accounting/Administrative Assistant (continued) 3
k) General filing (including electronic) and maintenance of current files and keeping printed materials
up-to-date.
ADMINISTRATIVE
l) Provide secretarial and clerical support to the department, including drafting and formatting
correspondence, photocopying, faxing, and data entry.
m) Perform all necessary mailing and shipping functions including sorting and distributing deliveries,
and courier control.
n) Maintain daily journal of staff appointments and absences.
o) Assist with data analysis and creation of monthly statistical reports.
p) Purchase office supplies for department.
q) Purchase necessary equipment for public works field crew.
r) Assist with management of routine service contracts (i.e. sidewalks, roads, floats, heavy equipment).
s) Process accounts payable invoices for payment by the Finance Department.
APPLICATION PROCESSING
t) Issue and manage receipts and prepare deposits as necessary.
u) Process orders for civic number plates and road signs, contact customers for pickup and maintain
financial records.
v) Provide applicants with the appropriate forms and instructions after determining the type of
permits/applications required.
w) Assist applicants in completing development permits, building permits, sewer permits and subdivision
applications as required.
x) Ensure that a record is maintained of all applications and permits.
EQUIPMENT MANAGEMENT
a) Coordinate the maintenance of all office equipment in an effective and efficient way to facilitate
work flow and optimize the value of the equipment.
TEAM WORK
a) Work co-operatively with Municipal staff to ensure the delivery of quality services to customers.
Note: For both roles encompassed by this position the employee may also be required to
perform other duties as instructed by the Manager of Finance that may not have been specifically
listed above.
Accounting/Administrative Assistant (continued) 4
REQUIRED QUALIFICATIONS AND TRAINING
Education and Experience
a) A post-secondary education in Business Administration with a concentration in accounting
preferred.
b) Minimum one-year accounting experience in accounts payables.
c) Experience with records management.
d) Good working knowledge of Business English and Spelling, including excellent proof reading skills,
as it relates to grammar, spelling, punctuation, business letter and report writing techniques.
e) Working knowledge of MS Outlook, Word and Excel.
f) Must have excellent communication skills, strong analytical skills, be able to pay close attention to
detail and be self-motivated.
g) Experience in recording and preparing meeting minutes would be an asset.
h) Willing to work evenings or travel for meetings/training when required.
Knowledge, Skills, Abilities
i) Excellent typing and computer skills for word processing.
j) Ability to recognize the need for assistance and to ask for or offer help.
k) Ability to manage computer systems, paper and electronic filing systems.
l) Ability to communicate clearly and pleasantly with clients and the general public.
m) Ability to work independently and under pressure to meet deadlines.
n) Excellent organizational, multi-tasking, public relation and time management skills.
o) Familiarity with general office practices and procedures.
CONTACTS
a) General Public
b) Members of Municipal Council and Staff
c) Provincial and Federal Government Departments
d) Auditors
e) Vendors
f) Banks and mortgage companies
g) Service Nova Scotia & Municipal Relations
h) Municipal Solicitor
i) Registry of Deeds
j) Property Valuation Services Corporation