Accounting Clerk & Administrative Assistant/Receptionist: WAYS Mental Health Support

Job Description and Specifications

 
Job Title:                   Accounting Clerk & Administration Assistant/Receptionist
Reporting To:           Accounting and Business Technology Supervisor

 

 
Position Summary
Reporting to the Accounting and Business Technology Supervisor, this position is responsible for providing:

• Accounts payable, accounts receivable and other general accounting duties; and ,



• Administrative support for the head office and agency programs.

The accounting and administrative support duties are equally split but certain tasks in each of the functionalities (accounting and administrative support) have fixed deadlines which may require the employee to direct blocks of time to specific tasks.

 
Major Duties

 
Accounting
General

• Ensure proper coding and data entry of all transactions



• Ensure that transactions are processed in a timely manner in accordance with established work flow schedules



• Record GST and Federal Excise Tax recoverable and prepare remittances



• Maintain filing system for accounting documents



• Maintain data backup system for data servers



• Undertake other related duties as required within the scope of the job

Purchases/Payable/Payments

• Ensure proper approval and back up documentation is in place per agency policy for all purchases/payable/payments transactions



• Prepare journal entries as related to accounts payable adjustments



• Handle Accounts Payable inquiries from vendors and staff



• Reconcile and process grocery gift cards expenses and track balances, petty cash submissions and employee expense claims



• Process payments (cheques, foster payments, on-line payment and payroll reimbursement reports etc.) for vendors

Sales/Receivables/Receipts

• Ensure proper approval and back up documentation is in place per agency policy for all sales/receivables/receipts transactions



• Prepare monthly invoices for approval



• Monitor and track CAS client expense reimbursements and ensure that they are invoiced to  CAS as appropriate



• Record bank deposits

 
Administration Assistant/Receptionist

• Provide telephone and in-person reception in a warm, friendly and helpful manner with both a French and English greeting: direct callers and visitors, take and distribute messages; respond to general agency inquiries and direct specific inquiries as appropriate



• Handle mail, courier and faxes: open, date stamp and distribute mail, prepare and send outgoing mail, send and receive courier packages, send and receive faxes



• Maintain postage, general office and building maintenance supplies and order as necessary



• Monitor and maintain meeting room booking schedules and assist in making meeting arrangements (including room set up and clean up, preparing coffee and other beverages, and arranging food service)



• Maintain agency contact information (e.g. telephone lists)



• Prepare and edit various documents (e.g. manuals, handbooks) and forms (business cards)



• Administer head office credit card sign out



• Maintain shared equipment sign out



• Maintain Head Office employee key distribution and sign out



• Maintain and arrange servicing of general office equipment (faxes, copiers, telephones)



• Collect and compile data, verified for accuracy, and prepare reports on program statistics



• Provide administrative support as directed by Program Managers or Supervisors to programs, tasks include but are not limited to:
  
  • Prepare applications for Children’s Special Allowance
  
  
  
  • Maintain Admission – Discharge records; send admission documentation to new clients and guardians; record plans of care and discharge summaries
  
  
  
  • Maintain an archive and retrieval system for closed client files
  
  
  
  • Monitor and administer the preparation of serious occurrence reports by the program staff and reconcile to the Ministry at year-end (“SOR Roll-up”)
  
  
  
  • Prepare licensing documents and applications
  
  
  
  • Provide information requests to outside agencies / persons
  
  
  
  • Prepare and distribute Quality Assurance documents (parent and client surveys)
  
  
  
  • Prepare program correspondence and documentation as required
  
  

 

• Undertake other related duties as required within the scope of the position

 
Because of the changing nature of work and the work to be done, the responsibilities and duties may be altered from time to time.

 
Education

• College diploma in business or accounting

 
Skills / Ability / Knowledge

• Pleasant and professional manner, in person and on the phone, ability to project a positive image at all times



• Ability to understand and follow instructions precisely



• Ability to maintain strict confidentiality



• Strong attention to detail and accuracy



• Good organizational and time management skills



• Demonstrated ability to effectively multi-task and meet deadlines within a tight time frame

 

• Proficient in the use of computer hardware and software applications (advanced skills in ACCPAC, Word, Excel and Outlook)



• Ability to provide service in French is an asset

 

 
Orientation

• Twelve months in the position will be required to become fully oriented



•  

 
Licences / Certificates / Training

• Valid class G Driver’s Licence an asset

 
Communication

• English-French bilingualism preferred



• Ability to communicate in a concise and effective manner

 
Problem Solving

• Understands and solves problems which simultaneously involve many systems



• Refers problems beyond immediate job duties to supervisor for resolution



• Requires accuracy and judgment in making decisions which involve expenditure of public money

 
Interpersonal Relations

• Skills include tact, diplomacy and patience

• Good sense of humour and strong team player
  
  • Relates with all levels of WAYS staff and to various persons external to WAYS including suppliers, government officials, and administrators of other organizations and members of the Board of Directors
  
  
  
  • Have the competency to work with others of diverse backgrounds regardless of their gender, ethnicity, race, sexual orientation, physical and mental abilities, religious beliefs and socioeconomic class
  
  

 
Working Conditions
Environmental

• All workplace sites are smoke free.  Long hours sitting and using office equipment and computers may cause muscle strain.  Some lifting (e.g. file storage boxes) is required and may include carrying up and downstairs.

 
Mental Stressors

• Information dealt with is confidential and sensitive



• Work is completed with tight time constraints, there may be frequent interruptions and conflicting demands which need to be balanced



• Long hours spent in intense concentration



• Requires accuracy and promptness in all financial matters

 
Hours of Work

• 35 hours per week, Monday – Friday 8:30 – 4:30, one hour unpaid lunch



• Occasional evening or weekend work may be required

 

Please send your resume and cover letter to jobs@ways.on.ca no later than July 22, 2016