Position Summary
Provides financial, accounting, and administrative support to the Treasurer and is required to fulfill the Treasurer’s duties in their absence. Responsible for ensuring that payroll, tax receipts, and tax billing are done on time. Assists in the supervision, training, and coordination of the finance support staff.
General Duties and Responsibilities
Financial Reporting
- Prepare and record journal entries in the general ledger.
- Reconcile various general ledger accounts and sub-ledgers on a monthly basis.
- Assist the Treasurer with budget estimate preparation and record them in the general ledger. Validate that transactions are recorded in the proper expenditure codes and are within the budget estimates, advising the Treasurer of any discrepancies.
- Complete HST reporting for the township.
- Assist in the annual audit process.
- Assist the Treasurer in preparing grant applications and producing the follow-up reporting required.
- Administer the tile drainage loan program.
Supervision of Staff
- Participate and assist the Treasurer in human resources functions, such as training, supervision, performance evaluation, and attendance management per Municipal policies.
- Assist with the water and sewer billing including regular billing, final billing, and transmission of pre-authorized payments.
- Ensure all monies are collected and all inquiries are responded to promptly.
- Verify and authorize tax and water/sewer certificates.
- Manage the municipal taxation process including but not limited to, the preparation of the collector’s roll, and tax bills, sending reminder notices, processing tax write-offs and adjustments, processing changes to accounts such as ownership, address, mortgage, and preauthorized payments.
- Ensure all A/P, A/R, and payroll functions are performed properly and efficiently. Verify all accounts payable (including eft, pre-authorized accounts payable) to ensure proper coding, etc.
- Verify and approve all payrolls including all payroll remittances. Transmit all payrolls electronically, file reports, and transmit payments relating to EHT, WSIB, OMERS, and Receiver General.
- Supervise the Payroll clerk in the issuance of T4s and Records of Employment forms and file transmission.
Regulatory/Compliance/By-Laws/Policies
- Ensure that expenditures are done in compliance with policies.
- Update and maintain complete and accurate corporate asset inventory using the tangible capital asset software.
- Collaborate with various asset owner departments to ensure technical information is reflected in the asset management plan.
- Responsible for record retention as it applies to financial documents.
- Assist with the development and implementation of departmental policies, procedures, and by-laws and ensure that effective controls are in place to protect the financial affairs of the municipality.
Other
- Responsible for arranging all banking services for the Township.
- Together with the Treasurer, oversee accounting systems, configuration, account structure, troubleshoot, and approve security and financial settings in accounting software.
- May be required to attend meetings from time to time.
- During an emergency, declared or otherwise, staffing requirements can be critical. The employee will be available to work irregular hours performing normal tasks or others, as assigned.
- Perform other related duties as required.
