Accounting and Publication Clerk - Ottawa, Canada - Canadian Conference of Catholic Bishops

Description

SUMMARY

Under the supervision of the Accounting Manager, the incumbent prepares invoices, receives payments, and ensures that the cash receipts are credited to the proper accounts.

Inputs invoices and prints payable cheques, drafts payments and payees (with third party portal) or EFTs. Ensures the completeness of data entry in the accounting system (Vendor Cards, Customers Cards and all data entry so that records are complete and accurate. Accomplishes a variety of tasks as required for Publications and Administration; collaborates in various projects. Performs the duties of the Accounting clerk co-worker as needed.


Responsibilities

• Prepares invoicing, returns, credits.
• Prepares billing and posts transactions to the general ledger;
• Responds to requests concerning accounts receivable;
• Maintains control lists for advances, receivables from the Publications sales and diocesan assessment;
• Liaises or notifies with outside third party and with staff as required to resolve logístical discrepancies.
• Adjusts customer credit limits to match payments behavior.
• Processes the payments and posts transactions in the computer on a daily basis.
• Imports financial transmittals of sales;
• Verifies and adjusts transactions with sales reports;
• Creates and maintains Customer Cards as required;
• Prints the credit card payment reports, applies payments against sales, merchandise returns, etc.; posts all transactions to the sub and general ledger;
• Maintains the filing of documents pertaining to accounts receivable;
• Verifies the credited cash receipts, compares with invoices and transfers the amounts to the control account;
• Processes EFT payments;
• Prepares the bank deposits.
• Reconciliations, monthly statements and AR collections.
• Provides monthly accounts receivable aging lists and monthly reconciliation to Accounting Manager for review and approval;
• Prepares a report of bad debts and includes with monthly reconciliation;
• Follows up with all overdue accounts;
• Maintains log in customer records on collections steps and any overdue issues;
• Prepares and mails the monthly statement of accounts.
• Prepares reports and updates work procedures.
• Writes and ensures work procedures are up to date;
• Maintains filing systems;
• Prints reports and assists the Accounting Manager in the updating of the master registers and in the document preparation for the annual audit;
• Updates excel files on monthly hours of activities of departments;
• Posts transactions to the general ledger.
• Bank transactions.
• Verifies weekly exchange rates and informs appropriate staff;
• Performs bank reconciliation and processes fund transfers.
• Accounts payables.
• Enters authorized invoices, ensures proper coding, tax distribution and exchange rates, ensures completeness and accurate records of all data, and T4A tracking;
• Ensures that printed cheques and EFTs have dual authorization before mailing and sending electronic payment notices.
• Distributes VISA statements, collects receipts, requests supporting documents, enters data, calculates tax distributions and exchanges, and forwards a yearly report to the manager.
• Maintains the filing for accounts payables.
• Liaises or notifies with outside third party and with staff as required to resolve logístical discrepancies.
• Maintains a petty cash, processes cash related transactions.
• Reconciles Advances to employees for international travel.
• Reconciles wine inventory with Executive Assistant to the General Secretary.
• Reports monthly WSIB premiums via Government portal. Process payments through Canada Post portals
• Processes WIRE payments via Western Union and RBC.

Tasks related to Publications:

• Performs inventory entries, price and inventory adjustments;
• Enters and maintains products information in the system;
• Assists in preparing consignment sales reports, payment requests, and following up with vendors;
• Assists in preparing royalty reports;
• Assists in preparing lists for T5/NR4 slips;
• Maintains the filing of reports pertaining to the Publications' Office;
• Liaises with the sales representative at St. Joseph Communications to adjust/provide invoices on demand, verify customers' information, or other enquiries.
• Other related duties.

Qualifications

Post secondary studies in accounting or administration, plus two years of experience, or an equivalent combination of education, training or experience.

Very good knowledge of Great Plains and Excel software, computer knowledge - Windows.

Ability to communicate in French and in English.

Ability for team work.

Discretion, tact and good judgment.

This full-time permanent position has a salary range of $58,504 to $69,486, with excellent working conditions including a generous pension plan, a group benefit plan and free parking.

The work schedule is 35 hours per week, Monday to Friday. Each employee has a personal office on location and proper disinfecting measures t