Secretary/finance Clerk - Greater Sudbury, Canada - City of Greater Sudbury

City of Greater Sudbury
City of Greater Sudbury
Verified Company
Greater Sudbury, Canada

3 weeks ago

Sophia Lee

Posted by:

Sophia Lee

beBee Recruiter
Description

Division:
Finance Division


Department:
Corporate Services


Initial Reporting Location:
Tom Davies Square


Job Status:
Limited Position


Estimated Probable Duration:
Up to Seven (7) Months


Affiliation:
Inside Unit


Hours of Work: 70 hours bi-weekly


Shift Work Required:
No


Range of Pay:
Group 6 - $25.64 to $30.15 per hour


The start date will follow the selection process.
This position is not eligible to work remotely.


Characteristic Duties:
Under the general supervision of the Administrative Assistant to the Executive Director of Finance, Assets and Fleet.

Administrative Duties

  • Act as receptionist for the Division, directing clients to the appropriate personnel.
  • Open and distribute mail and faxes, receive and respond to telephone and public inquiries and/or direct to applicable source.
  • Type and format letters, memos, create presentations, spreadsheets and templates; ensure work is free of spelling and grammatical errors.
  • Type and format Council/Committee reports in Agendas Online.
  • Prepare reports and associated analyses, and routine correspondence as required.
  • Prepare and distribute Human Resources related forms and notifications (e.g. Relieving Pay, Notice of Hire, Notice of Change, Employee Requisitions, etc.).
  • Make travel arrangements for Division staff; verify accuracy of travel expense claim forms.
  • Arrange appointments, prepare agendas, co-ordinate meetings, book facilities and equipment, take and transcribe minutes.
  • Control and issue numerical sequence of donation receipts.
  • Sort and distribute accounts payable and receivable cheques; co-ordinate distribution of progress payments to contractors.
  • Calculate and prepare payments for insurance purposes.
  • Sort and distribute financial information to other departments, as required.
  • Perform payroll duties (e.g. time entry, compiling cost centre reports, distribution of pay stubs, etc.).
  • Maintain current and archived files and records including a "Bring Forward" system.
  • Maintain the Finance, Assets and Fleet Division's main page on CGS website.
  • Order office supplies and process special orders (e.g. equipment repairs, maintenance requests, etc.).
  • Prepare requisitions and purchase orders, using PeopleSoft functionality, as required.
  • Maintain petty cash including monthly reconciliation. Prepare petty cash replenishment forms.
  • Provide assistance to the Administrative Assistant to the Executive Director of Finance Assets and Fleet during periods of overload, vacation or illness.
Accounting Duties

  • Sort and distribute Accounts Payable cheques and coordinate distribution of progress payments to contractors.
  • Accept, compile and process electronic funds transfer requests and verify information for payment notifications.
  • Assist with processing invoices and cheque requisitions for payment in accordance with CGS policies, procedures and by-laws with emphasis on the Purchasing By-Law. Verify signing authority as per the Purchasing authority Policy and that appropriate supporting documentation is provided.
  • Assist with vendor statement reconciliation, verification of payment details, and processing of billing advices.
  • Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
  • Perform other related duties as required.

Qualifications:


  • Satisfactory completion of Secondary School (Grade XII) Education.
  • Over one (1) year and up to and including two and onehalf (21⁄2) years of related office experience, preferably within an accounting setting.
  • Demonstrate organizational ability and administrative skills.
  • Knowledge of financial practices and terminology considered an asset.
  • Knowledge of PeopleSoft functionality relating to Payroll, Accounts Payable, Accounts Receivable and Purchase Order modules.
  • Satisfactory keyboarding skills (60 words per minute).
  • Demonstrate ability to take dictation and transcribe by hand and/or by mechanical recorder.
  • Demonstrate interpersonal and communication skills in dealing with Councillors, the public, staff and outside agencies in a courteous and effective manner.
  • Ability to work in a fastpaced, multitasked and team environment.
  • Excellent use of English; verbally and in writing.
  • French verbal and written skills an asset.
  • Satisfactory health, attendance and former employment history.
  • Physical capability to operate a vehicle safely, possession of a valid driver's licence and an acceptable driving record, will be considered an asset.

How To Apply:

We must receive your resume
before 11:59 p.m. on Friday, February 23, 2024. For those providing a French language resume, please also include an English version.

  • Ensure you attached a cover letter and resume

Acceptable file types are:
.doc
- .docx
- .txt
- .pdf
- .rtf

All applicants are thanked for their interest in this position. Only those selected for
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