Finance Clerk

Position Summary

Reporting to the Financial Analyst, the Finance Clerk ensures accuracy and compliance with municipal financial policies and procedure. This position will support the Financial Analyst with all financial and clerical duties as assigned. This includes capital asset inventory, capital asset accounts payable, tracking capital grant opportunities, insurance management, and related record keeping.
 

Position Responsibilities

Capital Invoicing

• Process invoices related to capital projects in compliance with County policies and procedures;
• Maintain accurate records of capital expenditures and ensure proper documentation for audit purposes;
• Assist in compiling data and preparing basic financial summaries or reports for review and analysis by the Financial Analyst;

Grants Tracking and Management

• Provide administrative support in tracking grant applications, approvals, funding disbursements, and reporting deadlines;
• Assist the Financial Analyst in preparing financial documentation required for grant applications, audits, and compliance reporting;
• Maintain a centralized system for grant-related records to ensure accuracy and accessibility;
• Keep an up-to-date listing of available public sector grants, criteria to apply, and application status;
• Assist all departments in the grant process from application to completion;

Asset Management

• Assist in updating and maintaining the municipality’s Asset Management Plan (AMP) by coordinating data entry for asset condition, lifecycle, and risk information, ensuring accuracy and completeness as directed by the Financial Analyst;
• Support the Financial Analyst in organizing and maintaining records of asset acquisitions, disposals, and depreciation schedules in accordance with County policies;
• Assist in preparing and formatting reports related to tangible capital assets under the direction of the Financial Analyst;
• Ensure asset inventory records are accurately filed and easily accessible for departmental use;

Insurance Management

• Maintain up-to-date records of insurable assets, coordinating with the Accounts Receivable Clerk to ensure that the policies for municipal properties are up to-date;
• Collaborate with other staff members, assist other departments in the verification and collection of details pertaining to insurable assets;

General

• Provide general administrative support such as filing, data entry, document preparation, and correspondence management;
• Assist in maintaining organized financial records for audit readiness;
• Participate in cross-departmental projects or initiatives as assigned;
• Provide support during audits by compiling necessary documentation in response to auditor inquiries;
• Provide backup support for processing vendor invoices and payments in compliance with County Policies and Procedures, under the direction of the Accounting Supervisor;
• Ensure compliance with all relevant municipal bylaws, policies, regulations, and accounting standards.
• Maintain a current Procedural Manual;
• Participate and assist in a positive manner as a team member in all operations of Yellowhead County; and
• Other duties as assigned by the General Manager of Corporate Services and Financial Analyst.

Working Environment

• Work is conducted in office environment;
• Manual dexterity required to use desktop computer and peripherals;
• High intensity visual attention, continuous data entry; and
• Lift and file archived material (bankers box).

Requirements

Qualification, Knowledge, Skill & Ability Requirements

Education/Experience

• Post-secondary degree or diploma in accounting, finance, or related field;
• Experience in a municipal finance or accounting considered an asset;

Knowledge, Skills, and Abilities

• Knowledge of asset management principles, grant administration processes, and insurance management is preferred;
• Strong organizational skills with attention to detail and accuracy;
• Strong interpersonal and communication skills;
• Proficiency in Microsoft Office Suite;
• Knowledge of accounting and asset management software such as Microsoft Dynamics Great Plains, Questica and, Citywide preferred;
• Ability to manage multiple priorities under tight deadlines;
• Must maintain confidentiality regarding sensitive financial information;
• Police Record Check with satisfactory results;
• Acceptable driver’s abstract; and
• Completion of defensive driving within the last 5 years

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