COUNCIL SERVICE REPRESENTATIVE

City of Toronto•Toronto, ON

2d•CA$45 - CA$49•Hybrid

About The Position

Reporting to the Project Manager, Council Support Services, the Council Service Representative (CSR) will provide specialized senior level administrative support to the Mayor’s Office, Councillor Offices and the Offices of the Integrity Commissioner, Lobbyist Registrar and Ombudsman delivering a high level of customer service and providing guidance and advice on policies, procedures, budget availability, purchasing, travel, payroll activities and HR related matters.

Requirements

Present enrolment towards the completion of a professional accounting designation (i.e., CGA/CMA course requirements) or the equivalent combination of education and/or experience.
Extensive experience in municipal accounting or relevant public or private sector experience in financial accounting and financial reporting.
Considerable experience in the analysis and reconciliation of ledger accounts and financial statement preparation.
Experience in the application of accounting and purchasing procedures, practices and techniques including accounts payable and receivable processes, journal entry preparation and payroll procedures and policies.
Experience using Microsoft Office Suite applications (i.e., MS Word and Excel) and computer-based accounting and payroll applications/systems (i.e., SAP).
Ability to create and format complex reports and correspondence.
Ability to maintain expenditures and revenue working papers, spreadsheets, and reconciliation to general ledger.
Ability to perform computations and detailed calculations of statistical data related to funding, revenue expenditures and other specific operating budgets.
Strong verbal and written communication skills and the ability to communicate effectively and deal professionally and tactfully with Members of Council, all levels of staff and the public.
Excellent customer service and interpersonal skills.
Strong analytical and problem-solving skills.
Ability to exercise independent judgement and discretion in dealing with confidential matters.
Excellent organizational and multi-tasking skills, with ability to meet tight deadlines, identify priorities, and deal with conflicting work demands in a fast-paced, high volume customer service environment.
Ability to carry out instructions in a timely manner with minimal supervision.
Ability to work cooperatively as a team member and share workload.
Ability to maintain accurate and orderly electronic records and files.

Responsibilities

Delivers a wide range of specialized senior level administrative support to the Mayor’s and Councillors’ Offices and Accountability Offices that includes accounting, purchasing, budgeting, travel, payroll, and human resources.
Liaises regularly with Mayor’s and Councillors Offices and Accountability Offices concerning office budgets and expenditures, purchasing, staffing requirements, payroll information, travel, and policies and procedures.
Performs expense and salary reconciliation for clients, monthly and as requested, ensuring accuracy of expenditures and payroll data for multiple budgets between the City’s SAP system and the Council Expense Tracking System (CETS), highlights any variances and prepares correcting entries.
Prepares and reviews financial transactions, statements, and records of statistical and accounting nature for the Mayor’s Office, Councillors Offices and Accountability Offices to ensure the integrity of financial transactions.
Prepares expense and complex salary projections.
Prepares and reviews Human Resources and Payroll documentation for Council Office staff ensuring documentation is signed in a timely manner.
Coordinates aspects of onboarding and off-boarding for Council Office staff including preparation of staffing documentation, creating entries in SuccessFactors, tracking contract terms, and liaising with the Council Offices, People & Equity, and Pension, Payroll & Employee Benefits.
Coordinates attendance reporting information and enters bi-weekly attendance, tracking staff lieu time and vacation balances, preparing reports for clients as required.
Enters all kilometrage and parking expenses in SAP and CETS.
Coordinates year-end reports for Mayor’s and Councillors Offices ensuring accuracy for public disclosure of expenses.
Prepares files for annual compliance audit of Accountability Offices expenses.
Receives invoices from Council offices, reviews for accuracy and eligibility in accordance with the Members of Council Operations Policy, processes for payment/reimbursement and enters in Council Expense Tracking System (CETS) and prepares all invoices for quarterly online disclosure by redacting personal information.
Coordinates monthly PCard reports for clients’ completion and performs level one approval.
Receives invoices from Accountability Offices, reviews for accuracy and eligibility in accordance with City policies and processes for payment/reimbursement.
Prepares quarterly Business Expense Reports for Accountability Offices.
Provides guidance and input to clients on available budgets and forecasting, ensuring expenditures are controlled and maintained within approved budget limitations.
Ensures expenses are allocated appropriately to the correct accounting period and analyzes issues, reclassifies, and reallocates when required.
Calculates and processes accruals and revenues at year-end.
Prepares Divisional Purchase Orders, Contract Release Orders, Purchase Orders, Purchase Order Adjustments, and ensures accurate processing of goods receipts.
Liaises with vendors and coordinates paperwork to set vendors up in the City’s SAP system.
Prepares bank deposits ensuring compliance with the City’s cash handling policies.
Liaises with Divisional and Corporate colleagues regarding chargebacks for goods and services.
Coordinates and prepares travel notifications and expense claims ensuring packages are complete with all supporting paperwork and required approvals, liaising with multiple divisions.
Ensures consistent application of corporate administrative standards, guidelines, and policies.
Creates and maintains confidential electronic employee files.
Discusses, reviews, investigates and resolves identified issues relating to Mayor’s Office and Councillors Offices salary budget discrepancies, staff documentation, payroll input, benefit enrolment, travel claims and other enquiries.
Ensures timely processing of payroll for the Mayor’s Office and Council staff and reports actual salaries and benefits paid at year-end.
Exercises discretion in dealing with sensitive and confidential matters pertaining to the Council Offices, maintaining a high degree of professionalism.
Supports interdivisional initiatives and programs.
Provides training and support as required.