Financial Assistant Jobs

Status: Temporary, Full Time

Location: Cambridge, ON

Working Conditions: Based at Cambridge, with the possibility of a Hybrid

2023 Salary: $ 73,421 annually/ hourly $35.29

Due Date: May 19, 2023, at 03:00 pm

Please submit your cover letter and resume to [email protected]

As the Financial Assistant...

You Will:

• Prepares money for deposits and takes deposits to the bank.
• Reviews vendor invoices, and records prepaid expenses or accrued liabilities to applicable account. Discusses with the Supervisor if clarification is required.
• Accesses the Oracle Financial system and Crystal Reporting system for invoice and payment information and ad hoc reports.
• Receives, sorts, records, and distributes correspondence and mail.
• Participates in the annual leave data entry process into the time and attendance system.
• Consults with the Supervisor regarding the processing of new equipment, abnormal costs or quantities, and when initiating large orders of stock.
• Prepares and records journal voucher adjustments and inter-departmental charges into the General Ledger system.
• Assists with the inventorying of Information Technology equipment in the inventory system.
• Contacts vendors to obtain and confirm pricing and availability for the Information Technology (IT) inventory.
• Administers the petty cash fund, tracks expenditures, and prepares payment requisition for the replenishment of funds.
• Performs tasks that are administrative in nature, such as scheduling meetings for Senior Leaders, booking refreshments/travel arrangements as needed, recording/disseminating minutes of all meetings, photocopying, filing and faxing documents, using standard office equipment and technology, and providing occasional relief to other positions in finance, etc.
• Orders/maintains all office supplies for the Finance and Assets Branch and the Information Technology Branch.
• Compiles expense data, prepares recovery worksheet and calculates cost-recovery invoicing based on pre-approved criteria for Partnership Agreements, Ministry Funding, and Special Projects.
• Maintains spreadsheets to track information and coordinate tasks associated including but not limited to locker allocation, parking passes, parking lot allocations, member clothing allowance eligibility and entitlements; and advises members with information pursuant to the collective agreement. Processes travel premium entitlements.
• Reconciles cash receipts with revenue reports and bank statements to correct discrepancies; records monthly journal entries to the general ledger and performs monthly reconciliation of general ledger accounts.
• Monitors routine orders and applies schedule changes or adjustments as required in the time and attendance system, as per the collective agreements and procedures. Modifies schedules and/or accruals as approved by Human Resources/Professional Standards/Management.
• Accesses purchase card (PCard) data management system for member PCard queries; maintains the listing of cardholders and their purchase limits; and monitors routine orders for transfers or resignations to cancel member cards as needed. Prepares PCard documentation for approval.
• Codes, audits, reconciles, and processes all employee reimbursement submissions in accordance with collective agreement terms and administrative procedures; and enters them into the payroll system.
• Compiles, maintains, distributes and analyzes financial reports, highlighting any discrepancies that need to be addressed; coordinates the reconciliation process with Senior Leaders as needed.
• Maintains the general directory for the Waterloo Regional Police Service (WRPS).
• Performs other related duties as assigned.
• Maintains the intranet for the Finance and Asset and Information Technology Branches.
• Completes historical adjustments as required in the time and attendance system.
• Reconciles vendor statements periodically, identifying unpaid accounts in arrears; contacts vendors to validate liability.
• Processes account payable, including payment requisitions; codes and matches purchase orders and receives reports to invoices; ensures proper authorization is received prior to processing; and communicates with vendors if discrepancies occur.
• Processes payments for quarterly honorariums and independent consultants reflective of applicable contractual agreements.
• Coordinates all file retention and off-site storage for the Branches.
• Calculates and creates invoices for external organizations.
• Initiates vendor setup (including electronic funds transfer) in accordance with the Regional Accounts Payable process.
• Assists with the entry of work orders for both Branches in the work management system.
• Reviews purchase requests for completeness and coordinates the creation of purchase orders (PO) for both the Information Technology and Finance and Assets Branch.

You Have:

• Three (3) years of relevant experience in the general accounting field is required. A combination of education and experience may be considered.
• Acquired knowledge of WRPS organizational structure, the chain of command, Branch functions and related paper flow processes.
• Writing, proofreading, and high attention to detail are required to ensure correspondence and documentation is written accurately, professionally, and in a timely manner.
• Knowledge of basic accounting principles and practices with a general understanding of financial accounting. Comprehensive knowledge and understanding of Generally Accepted Accounting Principles and relevant legislation, and ability to reference relevant procedures as needed.
• Skill in the operation of a personal computer and knowledge of software programs/ systems, such as Payroll, Time and Attendance, Financial and Procurement Systems and reporting tools.
• Ability to comply with the Records Retention Schedule and the Municipal Freedom of Information & Protection of Privacy Act and follow clear guidelines to perform job-related tasks. Acquired knowledge of Region of Waterloo accounting policies and procedures as well as knowledge of Waterloo Regional Police Service’s policies, practices, and procedures.
• Ability to meet testing requirements for the position.
• Ability to meet police security clearance requirements and maintain confidentiality.
• Previous professional office experience, including knowledge of standardized office procedures and processes, filing and file management, data entry, and document organization.
• Successful completion of a three-year community college diploma in general accounting or related field.
• Ability to participate as an effective team member and to support and project values compatible with the organization.
• Ability to identify, resolve, reconcile and troubleshoot general ledger, cash or receipts, payroll, contractual, and technology-related issues.
• Strong verbal and written communication, interpersonal, and customer service skills to interact with internal members at all ranks, provide administrative support and anticipate Branch needs.
• Experience using Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook; experience with advanced Excel functions is considered an asset (i.e. conditional formatting, v-lookups, pivot tables, etc.).
• A valid Class “G” Driver’s License with no more than six (6) demerit points is required to travel within and outside the Region.

You Are:

• Able to perform work in accordance with/following well-defined guidelines of the policies, practices, and standards established for the WRPS Finance Branch and Region of Waterloo financial guidelines and standards, general accounting principles and procedures, information technology procedures, and other applicable legislation to perform job-related tasks.
• Able to respond to inquiries from vendors/suppliers looking for the status of payment on invoices and work to resolve the issue(s).
• Able to work independently, under the general direction and guidance of the Supervisor. Prioritizes own work on a daily basis within established timelines and maintains compliance through monitoring of own work. Escalates unusual or unique situations to the Supervisor for clarification or direction.
• Performs audit functions to ensure all transactions are performed in accordance with collective agreements, financial guidelines and standards, and general accounting procedures/principles.
• Having the ability for heavy visual and mental concentration, attention to detail, and manual dexterity are required for sustained periods of time daily in order to fulfill regular job tasks. Occasionally lifts and carries file boxes to the storage room on the main floor.

Please ensure you provide all supporting information from current and past employment (if applicable) to specify how you meet the requirements for this position in your online profile. You will be assessed based on the information provided in your application.

If you require accommodation in completing the application process, or with any portion of the application process or interview, please email the WRPS at [email protected].

Diversity through inclusion – we are an Equal Opportunity Employer.

We thank all applicants; however, only those selected to move forward will be contacted.