Payroll & Accounting Clerk

Engaged HR; Moberly Lake; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading organization is seeking a Payroll and Accounting Clerk to manage payroll, accounts payable, and financial documentation for the West Moberly First Nation. The role requires post-secondary education in accounting and experience with QuickBooks. The ideal candidate will demonstrate strong organizational and communication skills while handling confidential information with discretion.

Qualifications

• Experience working with Indigenous communities preferred.
• Payroll and accounting experience is an asset.
• Ability to handle confidential information with tact and discretion.

Responsibilities

• Process payroll using QuickBooks and manage employee benefits.
• Handle accounts payable and receivable, ensuring compliance with financial policies.
• Provide administrative support to the Finance Manager.

Skills

Communication

Organizational Skills

Interpersonal Skills

Confidentiality

Education

Post-secondary education or formal training in accounting

Tools

QuickBooks

Microsoft Office Suite

Job description

The Payroll and Accounting Clerk is responsible for processing and administering payroll and benefits for the West Moberly First Nation (WMFN), along with accounts payable, accounts receivable, travel allowances and other related financial documentation and processing of WMFN Finances. In addition, the incumbent will support the Finance Manager when requested from inquiries from vendors, contractors, governments and other agencies and/or businesses pertaining to outstanding accounts and related financial matters.

Responsibilities

Payroll – Primary Administrator

• Set up new employees in payroll and benefits program and provide orientation to staff on how the plans are administered.
• Act as the key contact for staff inquiries.
• Process payroll using QuickBooks and allocate wage costs to each department.
• Write payroll cheques and prepare direct deposits.
• Track and manage records for vacation pay accrual, banked hours, and sick leave
• Prepare and reconcile annual T4 summaries and supplemental forms.
• Process employer and employee benefits premiums.
• Administer benefits program, including meeting with staff to explain benefits plan.
• Prepare records of employment.
• Maintain employee filing system, ensuring Personal Information Privacy Act guidelines are followed.

Accounts Receivable

• Set up customer information, prepare payment of invoices, enter and mail invoices.
• Respond to customer inquiries, research and investigate errors or problems and initiatecredit memos.
• Calculate and apply interest in overdue accounts.
• Contact customers regarding overdue accounts to initiate collection action.
• Process rent/mortgage payments, ensuring proper account coding and written receipts are provided. Advice housing department of all payments made. Prepare and mail monthly statements and generate aged accounts receivable reports.
• Prepare monthly reports on income and estimate anticipated uncollectible debts for Finance Manager.

Accounts Payable

• Verify spending authority and ensure compliance with WMFN policies.
• Process invoices in accordance with financial policies and procedures.
• Code, post, process and prepare cheques for accounts payable transactions, as well as all other expenses and prepare monthly accounts payable statements.
• Ensure timely payments to vendors, government, contractors and employees.
• Issue cheques to recipients.
• Obtain clarification and information from contractors and vendors to verify payable information and WCB information for contractors.
• Resolve invoice discrepancies.
• Respond to inquiries from vendors and government contractors pertaining to outstanding accounts and other related matters.
• Verify goods and/or services have been received and appropriate spending authority has been exercised.
• Review documentation to ensure completeness and appropriate calculations are accurate and that financial coding is correct; identify discrepancies such as wrong account numbers, amounts missing and missing signatures.
• Verify that documents have not been previously processed.
• Set up, maintain and update control logs of invoices and documents processed.

Administrative and Financial Support

• Explain finance policies and procedures upon request.
• Enter data for new contracts, grants, contribution agreements and subsequent amendments into the financial accounting system to keep track of expenditures for invoices against projected costs of contract.
• Be familiar with all contracts, grants, contribution agreements and subsequent amendments.
• Ask spending authorities for clarification or interpretation of documents, suggesting ways to correct documents.
• Answer all inquiries from contractors regarding status of payment of invoices, billing procedures, and general contractors regarding status of payment of invoices, billing procedures and general contract administration.
• Prepare invoices and contract commitments for fiscal year end.
• Advice Finance Manager of any inconsistencies or problems with accounts.
• Provide recommendations to enhance efficiency.

Travel Administration

• Receive and code travel expenses.
• Verify required receipts and other documentation and attach to expense report.
• Verify rates and allowances claimed are consistent with established rates.
• Verify all travel requests are completed according to policy.
• Submit completed travel reimbursement as required.

Other Duties

• Assume responsibility of finance department in the absence of the Finance Manager.
• Reconcile accounts and prepare reports.
• Assist with data entry.
• Maintain capital asset documentation.
• Help develop and/or maintain a tracking system for all department budgets.
• Other duties as requested.

Competencies and Skills

Education and Work Experience:

• Post-secondary education or formal training in accounting.
• Payroll and accounting experience is an asset.
• Similar experience providing clear information to internal and external customers.
• Experience working with QuickBooks.
• Experience working with Indigenous communities preferred.

Knowledge, Skills and Abilities:

• Clear and concise phone manner and communication style both verbally and in writing.
• Demonstrated organizational skills to effectively prioritize workload and meet deadlines.
• Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
• Ability to handle confidential information with tact and discretion.
• Working knowledge of basic record keeping and bookkeeping/accounting procedures.
• Demonstrated ability to work effectively, both independently and as part of a team.
• Intermediate skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Excel, PowerPoint), related databases and Internet.
• Comply to a Criminal Record Check (Vulnerable Sector)

Duties associated with this position will adjust to meet evolving demands and directions within WMFN. Confidentiality, diplomacy, and tact are critical as is the ability to consistently adhere to strict deadlines.