Job Summary
The Accounting Clerk is responsible for the timely and accurate input of financial data entries into the general ledgers of the FCSS Association and the Covered Wagon Society “HV”. This position also has a secondary role of Administration Assistance and Reception 1 day per week as well as covering for illness and vacations (Note: this is a different wage scale than the A.C. position)
Directly reports to: Financial Controller, (Executive Director, in absence of Financial Controller).
Administration Duties:
· duties and projects assigned by the Financial Controller or Executive Director.
Financial Duties:
FCSS and HV as specified:
- Maintain monthly filing system for financial documents that support data entries FCSS & HV.
- Maintain archives for financial records (dating, labelling and destruction) in adherence with FCSS & HV policies.
- Monthly FCSS & HV data entry into QuickBooks.
- Monthly reconciliations of all FCSS & HV bank accounts.
- Provide the FC with the General Ledger Trial Balance for FCSS & HV by the 15th of current month for previous month.
- Provide the FC with monthly GL Account analysis for the FCSS & HV as directed.
- File semi annual GST Rebate for the FCSS & HV.
- Provide the FC for approval, standard General Journal Entries required to complete the monthly accounting cycle for the FCSS & HV.
- Provide the FC for approval, any non-standard General Journal Entries required to correct past entry errors or omission for the FCSS & HV.
- Provide the FC with a quarterly analysis of Aged Accounts Receivable for the FCSS & HV.
- Provide the FC with a quarterly analysis of provision for AR losses (spreadsheet analysis).
- Assist the FC with the preparation of required analysis for the completion of year end.
- Assist the FC with the preparation of required analysis for the completion of annual budgets.
- Complete Financial (Non-Payroll) statistical surveys/reporting as directed by the FC and/or Executive Director for FCSS & HV.
- Resource contact with our banking institutions to resolve issues for FCSS & HV.
- Resource contact with our accounting software provider (QuickBooks) to resolve issues for FCSS & HV.
- Works with Financial Controller to achieve and maintain streamlined, efficient accounting and banking procedures.
- Coverage of additional Administrative Assistant tasks such as invoicing, training co-workers on QuickBooks payments, answering client questions, taking payments and/or reconciling EOD)
Accounts Payable / Accounts Receivable
- Use your QuickBooks knowledge to assist other staff or directly prepare documents for approval (cheques, deposits, invoices etc.) that are required from time to time to give effect to customer transactions for FCSS & HV.
- Assist with deposits if Administrative Assistant away or has requested assistance.
- Uploading Invoices to FCSS and HV Dext
- Coding and Splitting Invoices in Dext, then submit through approval process
- Complete QuickBooks tasks related to coded and split invoices after approval.
Payroll
- Fill in for the Payroll and Billing Administrator when absent. (if applicable and trained)
- Assist the FC with preapproval review of all Payroll Transaction Notices & retro wage calculations (TXN Notices with a wage adjustment to be completed on ASAP basis) for FCSS & HV.
Alberta Health Services Billing
- Updating monthly Ponoka and Wetaskiwin billing templates.
- AHS Internal Invoices (assist Payroll and Billing Admin)
- Fill in for the Payroll and Billing Administrator when absent.
Handivan:
FCSS is the managerial agency of the Ponoka Covered Wagon Transport Society (Wheelchair Van Society). The Accounting Clerk will provide:
· HV duties as specified above.
· Accounts Receivable monthly Invoicing routine for the HV.
· Accounts Payable monthly Invoicing routine for the HV.
Collaboration and Communication:
· Ensures effective and efficient use of resources while ensuring security, integrity and confidentiality are maintained.
· Sits on committees as appropriate.
Qualifications:
Education and Experience
- Postsecondary education, Business Administration (Accounting Major) or current enrollment at intermediate level of a recognized professional accounting program (with expectation of completion).
- Minimum of 5 years experience in directly related field of accounting.
- Proficient in Microsoft Excel.
- Extensive knowledge & experience working with QuickBooks
- Knowledge and experience in full-cycle payroll administration, including the use of various payroll software and related systems, would be considered an asset.
- Demonstrated word processing and spelling/grammar skills.
- Ability to communicate effectively with all staff and the public.
- Must be able to maintain confidentiality and respect for all clients and staff.
- Adaptable to an ever-changing work environment.
- Demonstrated ability to work, liaise and collaborate with Board, staff, funders, stakeholders, and community.
Competencies/Skills & Attributes
· Well organized, responsible, adaptable, able to multitask, highly motivated, and attentive to detail.
· Superior time management skills, allowing staff to prioritize duties and meet deadlines.
· Possess strong interpersonal communication skills and be team oriented.
· Proficient in the use of computers with knowledge of Microsoft Office programs
Additional Requirements:
· Current Criminal record check
· Driver’s License, reliable transportation, and adequate Liability Insurance for vehicle
Additional Position Information:
Shift Information: 14 hours per week as a AC and 7 hours per week as Reception/Administration There is also an expectation of coverage for sick and vacation time of fellow finance team members. Total Combined FTE being .6 (3 days per week minimum)
Open hours 8:30 am to 12:00 pm and 1:00 pm to 4:30 pm. Monday to Friday
Additional Position Shift Requirements:
The FCSS mission is “Building a Safe and Caring Community Through Quality Programs and Services”. The intention being that programs and support services we provide, enhance the well-being of our community members. Our programs are intended to help individuals adopt healthy lifestyles, improve their quality of life, and build the capacity to prevent and deal with crisis situations should they arise. Ponoka FCSS employees are expected to provide information and resources to all community members, including seniors, families, children, and Equity Deserving Populations.
An equity-deserving individual could include those who face attitudinal, historical, and social. and environmental barriers based on age, ethnicity, disability, economic status, gender, nationality, race, sexual orientation, transgender status, etc. Examples would be low-income individuals or those experiencing homelessness, Indigenous peoples, chronically ill or disabled, and the 2SLGBTQQIA+ population.
Job Type: Part-time
Pay: From $32.76 per hour
Benefits:
- Company events
- Dental care
- Extended health care
- Mileage reimbursement
- On-site parking
- RRSP match
- Vision care
Flexible language requirement:
Experience:
- Accounting : 2 years (preferred)
Work Location: In person
