Accounting & Records Assistant (Temporary Full-Time)

City of Thunder Bay•Thunder Bay, ON

17h•Onsite

About The Position

Under the general supervision of the Deputy Chief – EMS Operations, this temporary full-time position provides accounting support, payroll support, and performs customer service duties for the division. The role involves maintaining accurate payroll data, processing reimbursements and invoices, managing accounts receivable and payable, and handling petty cash and MasterCard transactions. It also includes creating and maintaining vendor agreements, managing absence information, and staying updated on relevant collective agreements. The position also provides customer service by responding to inquiries and may act as a backup for the Scheduling & Records Assistant.

Requirements

Post-secondary school graduation in office administration and two to three years of related administrative experience or Secondary school graduation and five years of related administrative experience
Working knowledge of automated scheduling and/or payroll systems
Ability to communicate effectively and concisely, both orally and in writing
Ability to establish and maintain effective working relations with superiors, co-workers, staff, and the public
Ability to work independently and as a member of a team
Self-starter with proven organizational and analytical skills
Independent judgment when dealing with confidential or sensitive issues
Must be at a basic skill level in word processing and at an intermediate skill level in spreadsheet software.
Must be able to deal with the public in a courteous and tactful manner
Competent within the meaning of the Occupational Health and safety Act

Nice To Haves

Experience with SAP/JBS software

Responsibilities

Responsible for time-entry reporting for the Superior North EMS Division, and processing changes to bi-weekly payroll including overtime, vacations and other absences. Ensures accuracy, identifies errors and makes corrections.
Prepare and submit for processing, employee reimbursements including mileage, fitness, tuition and meal claims.
Liaise with Payroll, Human Resources, Deputy Chiefs, Superintendents and employees regarding confidential payroll issues.
Maintains and archives relevant payroll data.
Prepares purchase orders and processes invoices for payment, ensuring proper account allocation.
Processes receivables and internal deposits.
Maintains records of accounts receivable and accounts payable. Prepares journal entries as required.
Maintains the division’s petty cash.
Processes the division’s MasterCard transactions, ensuring proper account allocations and records are kept.
Creates and maintains outline agreements and contracts with external vendors.
Maintains absence information for administrative and management staff.
Maintains an up to date knowledge of relevant collective agreements.
Provides customer service by receiving telephone and walk-in inquiries, researches and provides appropriate responses or directs inquiries to the proper party.
Acts as a back-up for the Scheduling & Records Assistant as required.
Performs other such duties as may be required.