Utilities (75%)

• Prepares, organizes, indexes and maintains, as required, a variety of records, files and documents relating to all departments of utilities and Waste and Recycle;
• Preparation of monthly utility billing for utility accounts;
• Gathering and preparing information, data and statistics as directed;
• Liaise with rate payers and contractors regarding questions and concerns;
• Reconciles the utility receivable and deposit ledgers to the general ledger control accounts; and assists with delinquent accounts through negotiations, notices and disconnects.

Accounts payable (10%)

• Gather, sort and match supplier invoices and requisitions to purchase orders, receiving memo’s and other pertinent back-up;
• Verify accuracy and ensure that all accounts payable invoices and requisitions are properly authorized by delegated authority to ensure that all goods and services have been received;
• Maintain an accurate and up to-date vendor data base;
• Input payment documents into the financial system ensuring accuracy and appropriate use of the account number structure;
• Print payment reports and cheques ensuring that the total payments are reconciled to the payable documents;
• Forward cheques to management for signature, distribute and mail signed cheques;
• Maintain an accurate and up to-date accounts payable filing system;
• Review open purchase orders and supplier statements on a periodic basis to ensure that all invoices are being processed in a timely manner;
• Answer and follow-up on vendor inquiries;
• Prepare all journal entries for auto payments, internal allocations, adjustments and year end accruals on a timely manner to ensure accuracy of the financial system;
• Reconcile monthly the accounts payable ledger to the general ledger control account and have it authorized by the Finance Manager;
• Balance daily cash register totals with currency, cheques, debit and credit card transaction, preparing and delivering daily bank deposit;
• Provide cover-off for the Cashier/Receptionist and Utility Clerk as required;
• Reconcile and maintain Petty Cash funds;

Cashier/Receptionist (10%)

• Unlock city hall front entrance in the morning and secure the entrance in the evening, access and secure Finance vault;
• Greet customers in person or on the telephone, answer or refer inquiries;
• Open and distribute incoming mail and faxes to appropriate mail slot;
• Receive payment in the form of cash, cheques, debit card, credit card, and telephone miscellaneous banking, input and generate systems receipt, and print a report listing the total daily receipts;
• Maintain the cash receipts system by setting up new cash receipts codes;
• Maintain an accurate and up to-date filing system;

Accounts receivable (5%)

• Gather all documentation required to prepare customer invoices for all trade receivable and business license invoices;
• Maintain an accurate and up to-date customer data base;
• Prepare trade and business license invoices along with the business licenses ensuring transactions are recorded accurately in the financial system, attach backup to invoices as required and mail on a timely basis;
• Process month end reports, apply interest to overdue accounts, prepare, review and mail out monthly statements for overdue taxes, general trade and business license receivables;
• Maintain tax auto payment system adding and deleting taxpayers as required, verify balance to bank deposit;
• Maintain an accurate and up to-date filing system;
• Reconcile customer accounts, process adjustment journal entries and prepare credit refunds on a timely manner to ensure accuracy of the financial system;
• Reconcile monthly the tax, trade and business license receivable ledgers to the general ledger control accounts and have them authorized by the Finance Manager;
• Communicate regularly with delinquent and slow paying customer by telephone and letter in an effort to bring their accounts current, prepare lists periodically of customers with uncollected balances for referral to the collection agency;
• Process tax searches and prepare tax certificates in a timely manner;
• Prepare annual tax arrears list for Land Titles, remove caveats as required;
• Provide cover-off for the Cashier/Receptionist breaks;