The Walkerton Clean Water Centre (WCWC) is seeking a qualified professional to fill the role of temporary full time Accounting & Facility Associate for a 6 month contract.
WCWC Finance & Administration
Position: Accounting & Facility Associate
Job Classification: WCWC 1
Salary Range: $48,591 - $62,628
Purpose of position
The Accounting and Facility Associate supports the Accounting and Facility Department by performing accounts receivable and payable functions, facility and information technology support and various administrative functions.
Duties/responsibilities
In this role, the incumbent:
Duties and responsibilities of this position include:
- Accounts Receivable: Invoicing and Collections
- Produce daily Moneris report for all customer credit card registrations, with resultant QuickBooks (QB) revenue entry. Maintain Moneris batch files.
- Daily QB entry, production and distribution of all customer course registration invoices. Maintain invoice files.
- Process as received, customer requests for credit card payments of their invoices through the Moneris “Virtual” terminal.
- Continual monitoring of accounts receivable and collection. Produce and distribute receivable statements and/or directly phone customers for outstanding registration balances and provide appropriate customer service
- On-going entry, inactivation, and maintenance of QB revenue codes required for invoicing and course revenue reporting.
2. Accounting
- Run quarterly QB course manual cost distribution report. Allocate manual costs among WCWC and Mandatory manuals and produce and post the resultant QB quarterly journal entry.
- Produce monthly QB Moneris credit card fee report, with reconciliation to the monthly RBC bank statement. Distribute costs and produce and post the resultant QB monthly journal entry.
- Runs quarterly QB HST reports. Prepares HST calculations and submits the two quarterly CRA forms.
- Create QB sales orders for room occupancy bookings. Upon completion of room use, convert sales orders to invoices and send to customers. Processing of room occupancy agreements and maintenance of the training room activity calendars.
3. Accounts Payable (AP)
- Enters all coded vendor bills to QB. Submit vendor bills to department Managers and obtain approval signatures.
- Produce and review QB Unpaid Bills report and submit the report with matching invoices to the Manager, Accounting & Facility Management and Planning & Government Relations Coordinator for invoice payment review.
- Process semi-weekly AP cheques and submit to the CEO for review and signature.
- Record cumulative annual kilometers on Excel file.
4. Facility: Projects and Maintenance:
- Liaison with facility management company (CBRE) as required, for service work and schedule D of long-term lease. Attend facility meetings with CBRE and take notes.
- Creates work order tickets through IO property services client request system and track facility issues identified to CBRE (when they were completed and if a reoccurrence).
- Liaison with Eastridge Group for rental property located at 19 Ontario Rd. Communicates as required for issues, and arranges service work.
- Completion of Project Services Initiation Form (PSIF) for any facility procurement that is program cost and not covered by schedule D of the lease. Submit PSIF to Ministry of the Environment Conservation and Parks (MOECP) Facility Officer and IO for issuance.
- Member of the Continuous Operation Committee (COOP).
5. Accessibility representative:
- Assists AODA Administrator with AODA related tasks including preparation of documents, reports and communication pieces.
- Communicates with CBRE and MOECP when required to gather information relating to facility accessibility matters.
6. French Language Services Coordinator:
- Submit monthly reports to MOECP contact for all new third party contracts.
7. Translation and Proofreading Coordinator:
- Procure French translator and proofreader from the VOR for each request. Submit document to vendor for services required.
- Maintain supplier services list and update as information received from Government Translations Services contact.
Additional duties may be assigned at the discretion of the position Manager.
Knowledge Requirements:
The position requires strong computer skills; proven ability to use QuickBooks, Microsoft Office applications, including Outlook, Word, PowerPoint and Excel. A basic understanding of accounting/bookkeeping is important when performing accounts receivables and payable functions.
Job requirements
The incumbent requires:
This position requires a minimum Ontario Secondary School Diploma or equivalent and a minimum of two years’ previous accounting related experience. An equivalent combination of education and experience would be considered.
The incumbent must demonstrate professional relationships with other departments at both the management and staff levels.
The incumbent must have basic knowledge of accounting/bookkeeping and experience with QuickBooks.
Good organizational skills are necessary to prioritize duties and meet important deadlines.
Strong communications and customer service skills are necessary to ensure positive internal communication and to facilitate external correspondence with various customers, vendors and government staff. Effective teamwork skills and the ability to work independently are required.
If you wish to be considered for this position, please visit the following link Apply here by 4:00 p.m. EST on Monday December 17, 2018.
Under the Human Rights Code, WCWC will provide accommodation in the recruitment and selection process if requested.
