Financial Asst - Hamilton, Canada - City of Hamilton

City of Hamilton

Verified Company

Hamilton, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Reports to the Director of Finance and Facilities; Performs a variety of accounting, budget and reporting functions related to the Hamilton Public Library

JOB DUTIES:

Maintains, examines, analyzes, reconciles and assists with reports on current, capital, reserve and balance sheet accounts by undertaking the following activities
- inputting and retrieving financial data in a computerized accounting system including preparing journals, inputting data, balancing, initiating and processing computerized general ledger transactions
- reviewing capital contract tender related purchase requisitions and vendor invoices to ensure appropriate expenditures and approvals
- maintaining and co-ordinating contract payments
- assisting in the preparation and co-ordination of monthly expenditure/revenue budget exception variance analysis and reports
- assisting in the year-end process by monitoring and analyzing accounts and by assisting in year-end budget variance reporting
- preparing accrual, prepaid and revenue journals for year end
- supporting client groups in their preparation, development, monitoring and forecasting of current and capital budgets by gathering revenue, expense and other budget related data
- processing credit card/direct payment transactions for the Library including receiving and processing cash and cheque deposits
- acting as the departmental P-Card Coordinator, which requires maintenance of forms for the City, generating monthly statements using the US Bank website, allocating expenditures and providing information for review to the Library Administration Team
- reviewing and processing invoices
- monitors accounts for errors, prepares and enters correcting journal entries

Assists the Director with the monitoring of operating and capital budgets; receives inquiries from staff on status of budget for various accounts, reviews transactions and reports on status and availability of funds
Provides support to the Director of Finance and Facilities as required
Prepares grant/subsidy claims and reconciliation reports
Reviews and understands Federal, Provincial, Municipal funding agreements and guidelines and outside agency contracts; completes required government and agency reports and claims
Liaises with City Finance, various City departments/divisions, outside agencies or organizations and the public
Maintains balances and reimburses petty cash as required; picks up cash at the bank
Obtains prices and quotes for supplies and services, and receives purchase requests
Processes cheque requisitions, purchase orders, travel expenses and mileage expenses and ensures appropriate authorization and account distribution
Reviews and enters purchase requisitions into a computerized financial system
Receives and answers inquiries from Library and City staff, suppliers and public and government agencies; performs customer service functions; explains policies and procedures; refers complaints
Contacts and resolves discrepancies with suppliers
Maintains filing system relating to: correspondence, contracts, purchase orders and invoices
Maintains a record of service contracts; monitors renewals
Receives insurance and accident claims and forwards to City
Uses fund raising software to generate donation receipts and reports; maintains record of donations
Sorts and distributes incoming mail; arranges courier operation
Composes correspondence for internal and external audiences; types and word processes memos, letters
Provides input to policy development and policy reviews; maintains and updates procedures related to job duties
Assists in staff orientation; provides training and instruction to new Financial Services staff, branch cash custodians and others as required
Attends training sessions and staff meetings
Performs preventive maintenance on equipment
Participates in special projects as required
Performs other duties as assigned, which are directly related to the major responsibilities of the job

MINIMUM QUALIFICATIONS:

Educational Requirements:

Demonstrated knowledge of accounting, budget and related financial reporting requirements typically acquired by the completion of a business and/or accounting Community College diploma or equivalent specialized related business/accounting courses up to two academic years and/or a combination of equivalent education and related work experience

Experience:

Minimum of two (2) years progressive accounting experience, sufficient to acquire competency in analysis and understanding of financial statements and reports

Detailed and advanced knowledge of and experience with Excel, sufficient to develop and analyze complex financial reports using Excel functionality such as formulas and linking is an essential requirement

Demonstrated knowledge and experience with PeopleSoft is an asset

Skills / Competencies:

Demonstrates skill in communicating, presenting information, writing and active listening [COMMUNICATION]

Displ