Clerk IV

City of Kingston; Kingston; On-site; CAD 45,000 - 60,000; Full time

Job summary

A local government organization in Kingston is hiring for an administrative role focused on housing and social services. The successful candidate will handle procurement, payroll, and maintain financial records while promoting a respectful and inclusive work environment. Essential qualifications include a diploma in Business Administration and experience in payroll and bookkeeping. This role requires strong organizational skills and proficiency in Microsoft Office.

Qualifications

• 2 years experience in payroll data entry and bookkeeping in accounts payable and receivable.
• Ability to interpret policy and create reports.
• Adherence to strict confidentiality requirements.

Responsibilities

• Manage procurement activities and process payments for office supplies.
• Reconcile monthly and year-end accounts and prepare financial reports.
• Maintain attendance information and prepare hourly payroll.

Skills

Typing

Intermediate Microsoft Office skills

Strong organization & administration skills

Interpersonal skills

Education

2 year diploma in Business Administration or equivalent

Tools

Social Assistance Management System (SAMS)

PeopleSoft software

Job description

Opening Statement

The City of Kingston is grateful to experience the traditional territories of Anishinabek (Ah-nish-nah-beg), Haudenosaunee (Ho-den-o-show-nee) and Huron-Wendat (huron-wen

• dat). Kingston is a smart, livable city in the heart of eastern Ontario. Its stable and diversified economy includes global corporations, innovative start-ups and all levels of government.

At the City of Kingston, we believe that diversity and inclusion are essential elements of a thriving workplace. We value the unique perspectives and experiences that each individual brings to our team. As we continue to grow, we are dedicated to creating an environment where all employees feel welcomed, respected, and empowered to contribute their best work. The City of Kingston views diversity as its strength and we encourage applications from individuals of all backgrounds, including those from underrepresented communities.

As staff, you play a pivotal role in enhancing people's lives by delivering exceptional, customer-centered services of the highest quality. Within our highly ethical environment, you'll embrace accountability by consistently going above and beyond, actively listening to our customers, creatively addressing their needs, and maintaining unwavering respect for all individuals you serve. As a result, you'll become an integral part of our qualified and dynamic team, recognized for its compassion, excellence, integrity, inclusivity, and adaptability.

Position Summary

Reporting to the Director, Housing & Social Services, this position performs all Housing & Social Services office administration functions, including but not limited to, procurement, accounts payable and receivable, payroll, coordination of attendance information and related HR administration.

KEY DUTIES & RESPONSIBILITIES :

Responsible for the administration and coordination of procurement activities for the department including receiving & processing payments for office supplies, equipment, related maintenance and services

Process accounts payable and receivable transactions, respond to all related inquiries

Reconcile monthly and year end office administration accounts and prepare financial reports

Maintain attendance information and prepare hourly payroll, maintain related in house records, tracking tools and schedules; research and resolve related issues

Complete all required HR actions & documentation; respond to employee related inquiries

Manage telephony system and respond to related issues and inquiries

Coordinate employee systems and building access

Manage cash receipts including bank deposits

Manage records related to the above duties including their filing, storage and purging

Responsible for the administration and coordination of procurement activities for the designated business unit

Provide administration support to department’s Joint Health and Safety Committee

Issue manual replacement client cheques

Prepare cost and statistical reports as requested

Assist with general admin office functions including mail distribution and general staff inquiries

Know and observe Occupational Health & Safety regulations and local office security policies in the performance of all duties

Other duties as assigned.

Qualifications, Competencies

2 year diploma in Business Administration, Office Administration or equivalent.

2 years experience in payroll data entry and bookkeeping in an accounts payable and receivable environment.

Must demonstrate corporate values of Belonging, Collaboration, Accountability, and Innovation.

Skills, Abilities, Work Demands

Typing 50 wpm (tested) and Intermediate Microsoft Office skills (word, excel and access tested)

Knowledge of provincial Social Assistance Management System (SAMS) and PeopleSoft software an asset

Intermediate mathematics / accounting / skills

Ability to interpret policy

Ability to create reports and inventory data

Strong organization & administration skills and ability to meet deadlines

Strong interpersonal skills, ability to manage difficult interactions

Adherence to strict confidentiality requirements

Required to obtain and maintain satisfactory criminal record check.