File / Finance Clerk

Town Of Waldheim; Waldheim; Hybrid; CAD 26,000 - 30,000; Full time

Job summary

Town of Waldheim invites applications for a Finance Clerk to provide administrative and clerical support to the CAO and municipal staff. Primary duties include accounts payable and receivable, data entry, filing, document management, and maintaining confidential records.

Additional tasks cover bank reconciliations, budgeting data, permit processing, and annual reporting. Weekly hours range from 14 to 35 hours; starting wage is $19.00 per hour.

Qualifications

• Experience with accounts payable and receivable processes and inquiries.
• Proficient data entry and record keeping with attention to detail.
• Ability to manage filing, document control, and confidential information.

Responsibilities

• Accounts Payable: respond to inquiries and enter vouchers.
• Accounts Receivable: process invoices and tracking payments.
• Data entry for budgets and statistics; assist with bank reconciliations and year-end documents.
• Maintain permit records, filing systems, and document management.
• Support CAO and municipal staff; ensure policy compliance and confidentiality.

Skills

Accounts Payable

Accounts Receivable

Data Entry

Filing & Organization

Document Management

Confidentiality

Tools

Microsoft Office Suite

Munisoft

Website/Records Software

Job description

• Closing Date: When filled
• Performs administrative and clerical support for the CAO and other municipal staff as required.
• Filing & Organization: Sort, classify, and file documents (paper & digital) according to established systems.
• Document Management: Create new files, update records, scan documents, and manage electronic databases.
• Data Entry: Input data from forms and documents into electronic systems, including but not limited to Asset Registry database
• System Maintenance: identify outdated documents for disposal and suggest improvements to filing systems.
• Confidentiality: Safeguard sensitive information and follow privacy protocols.
• Acts as a point of contact:
  • Processes all business licenses, new and /or renewals, including maintaining the Business Directory on the website,
  • Distributes and receives all permit applications for such permits as building, demolition, moving, parking, driveway, signs, temporary street closures, etc.,
  • Ensures all required building deposits are entered into tracking spreadsheets once paid,
• May update all documents and records of the Municipality, as required, such as but not limited to:
  • Contact lists,
  • Rates and fee spreadsheet; when informed by the Chief Administrative Officer (CAO),
  • All office templates; less any policy documents, and
  • Office Procedure Manual.

PRIMARY DUTIES: Finance Clerk

• Accounts Payable
  • Responds to and investigates accounts payable inquiries.
  • Enter all accounts payable vouchers, as required by the CAO.
  • Prints, reviews, and enters all Town-owned utilities payments into spreadsheet and municipal software.
• Accounts Receivable
  • Responds to and investigates accounts receivable inquiries.
  • Assists the CAO in all aspects of pre-authorized debit payment requests by entering into municipal software and tracking sheet.
  • Records, maintains, and is a liaison for all incident reports, templates, spreadsheets, forms, etc. for the Waldheim Fire and Rescue Fire Department along with submitting SGI claims as needed,
  • Creates all accounts receivable invoicing tri-monthly or as required each month,
• Assist with monthly bank reconciliations,
• On a monthly basis, updates statistical spreadsheets for power & energy consumption; utility and waste usage, town equipment fuel consumption, bank interest, and any other tracking spreadsheets necessary for annual budgeting.
• Assists with the preparation of year end documents.
• May assist with the data entry for annual budgets.

ADDITIONAL DUTIES:

• Assists the Returning Officer and Deputy Returning Officer in preparation and completion of all municipal elections under The Local Government Elections Act,
• Acts as a back-up to the Administrative Assistant with the support of management, in the event of sickness, vacation, or other leaves of absence,
• Performs any other duties as may be assigned or directed by CAO.

ACCOUNTABILITY/RESPONSIBILITY AND UNIQUE POSITION REQUIREMENTS

• The work involves exposure to minor undesirable conditions such as office noise, continuous sitting and disruption, repetitive motion, and eyestrain.
• Ability to balance multiple priorities, often with conflicting timelines in a fast-paced environment.
• Organizational skills and high attention to detail and standards is expected with Manager, colleagues, and in accordance with all policies and procedures of the Town.
• The position requires persuasive diplomacy, courtesy, and professionalism when discussing matters either internally or externally with others as the position requires regular contact with Mayor and Council, CAO, community groups and organizations and the public.
• Ensures effective communications with all staff, public, and Municipal, Provincial and Federal authorities, in addition to auditing all permit applications for accuracy, compliance with legislation, policies, procedures and restrictions, and ensuring all applications comply with development plans, zoning bylaws, The Municipalities Act, The Planning and Development Act, and any other appropriate Acts and Regulations.

EQUIPMENT OPERATED OR USED:

Microsoft Office Suite, Munisoft applications and all other software solutions for issue/complaint/ reporting and tracking, website software, fax, phone, copier, and printer.

WEEKLY HOURS:14 to 35 hrs per week

SALARY:$19.00 / hour to start

About Waldheim

In German, the name Waldheim refers to a "forest home," an appropriate name for our well-treed, small community just 30 minutes north of Saskatoon along Hwy 12. With easy access to Saskatoon, Waldheim offers the easy lifestyle of small town living and the amenities of the city. The community features full services including a K-12 school and medical clinic, and a wide variety of businesses and facilities for our 1,200 residents. In addition, the adjacent Waldheim Regional Park offers a variety of outdoor recreation including fishing and golfing.

Civic Address (Meter Reading Reminder Subscriptions)

Administration
4009 2nd Ave E
PO Box 460
Waldheim SK
Canada
S0K 4R0

Hours
Mon – Fri: 9 am – 12:30pm, 1pm – 5pm
Sat – Sun: Closed
Stat Holidays: Closed