Finance Clerk/Accounts Payable

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Finance Clerk/Accounts Payable

Job Information
Author pmnationtalk
Date September 30, 2020
Type Full Time
Company Ontario Native Women’s Association
Location Thunder Bay, ON
Category Accounting / Finance
Client Ontario Native Women’s Association
Contact Information
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Specific Title: Finance Clerk/Accounts Payable
Program: CORE
Location: Thunder Bay
Created on: October 2018
Revised on: June 2020
Band: 3

ONWA MANDATE

The Ontario Native Women’s Association (ONWA) is a not for profit organization that empowers and supports Indigenous women and their families in the province of Ontario.

ONWA encourages the participation of Indigenous women in the development of Federal, Provincial, Municipal/Local government policies that impact their lives and ensure issues affecting Indigenous women and their families are heard at key government tables.

ONWA is committed to providing services that strengthen communities and guarantees the preservation of Indigenous culture, identity, art, language and heritage. Ending violence against Indigenous women and their families and ensuring equal access to justice, education, health, environmental stewardship and economic development, sits at the cornerstone of the organization. ONWA insists on social and cultural well– being for all Indigenous women and their families, so that all women, regardless of tribal heritage may live their best lives.

SCOPE:

The Finance Clerk/Accounts Payable (AP) will provide financial, clerical and administrative support to the Finance Manager. They will be responsible for ensuring effective, efficient and accurate accounts payable/receivable, purchase orders in a timely manner. They will ensure financial policies and procedures are followed and will be required to enter financial data into the accounting software when needed. The Finance Clerk/AP must comply with the Financial Administration Act, Generally Accepted Accounting Principles and Municipal financial by-laws and policies and procedures. The Finance Clerk/AP will support the entire Finance portfolio as required.

QUALIFICATIONS:

  • A post-secondary diploma/ and/or equivalent 3 (three) years’ work experience in the area relevant to Finance Administration and/or Business Administration.
  • Experience with all aspects of financial management including accounts payable/ receivable and purchase orders in a Not- for- Profit setting.
  • Working knowledge of Sage 50 and MS Office, proficiency in Excel is a must. Experience with accounting software and applications.
  • Willing to learn other areas of the finance department
  • Excellent attention to detail and high degree of accuracy.
  • Knowledge of Federal/Provincial laws.
  • Knowledge of Indigenous Governance structure and Indigenous communities.
  • Excellent organizational skills; demonstrated self-confidence and an ability to follow through on assigned duties independently within strict deadlines.
  • Excellent written and oral communications.
  • Demonstrated excellent administrative ability.
  • Demonstrated ability to problem solve.
  • Professionalism and sensitivity in dealing with confidential information.
    Ability to speak Indigenous language considered an asset.
  • Current, valid vulnerable sector criminal records check. Valid 1st Aid/CPR.
  • A cellular phone and internet access is required within this position

KEY CORE COMPETENCIES REQUIRED:

  • Inter-cultural Competency Informed – Understands to incorporate a personal responsibility to increase sensitivity, awareness and implementation of ONWA’s cultural teachings and organizational practices in both professional conduct and work related deliverables.
  • Indigenous Gender-Based Analysis Informed – Understands to incorporate an intersectional approach to gender, race and discrimination and subsequent intergenerational impacts affecting Indigenous women and their families.
  • Trauma-Based Practice Informed – Understands to incorporate a trauma-informed approach to recognize and respond to all forms of trauma and the necessity of supporting Indigenous women in a culture of tradition and safety in her healing journey.
  • She is Wise Leadership Informed – Understands to incorporate the Four Agreements within daily responsibilities and combined with ONWA’s cultural teachings contribute to the empowerment and leadership of Indigenous women within their communities.

RESPONSIBILITIES – SPECIFIC:

  1. Process void cheques and invoices; prepare cheque requisition forms, printing and posting of cheques, as required.
  2. Printing of the cheque log for the signing officers including preparing the package to send out to the signing officer.
  3. Disburse cheques & EFT to vendors and employees.
  4. Preparing cheques for mailing and documenting on the mail-out log.
  5. Post to Sage Accounting as required.
  6. Process and prepare purchase orders that are received; match PO’s to invoices and remit payments.
  7. Review vendor aged detail report on Sage 50 to verify payments and outstanding balance, ensuring accuracy and compliance with financial policies and procedures.
  8. Provide yellow copies of expense claims and travel advances for the travel files.
  9. Provide original invoices for travel recovery purposes.
  10. File cheque stubs and backup documents in A/P files
  11. Sage 50 data input:

Accounts Payable posting

    • Calculate amounts to be expensed to departmental line items
    • Calculate HST receivable
    • Complete auditor stamp
    • Post to Simply Accounting

Expense Claim posting

    • Verify amounts claimed
    • Review required supporting documents
    • Complete auditor stamp
    • Post into Simply Accounting

Travel Advance posting

    • Complete auditor stamp
    • Post into Simply Accounting
    • Reconcile Vendor Monthly Statements
  1. Process and maintain Recoveries pertaining to all staff travel/meeting reports as needed
  2. Establish, balance and maintain various accounts using manual and computerized bookkeeping systems
  3. Post journal entries and reconcile accounts as needed
  4. Maintain filing system for all financial documents
  5. Ensure confidentiality and security of all financial and employee files
  6. Provide back up support/coverage to other areas within the finance department
  7. Other duties as assigned.

RESPONSIBILITIES – ADMINISTRATIVE:

  1. Complete quarterly reports on or before the requested due date.
  2. Complete reports to funders as required.
  3. Complete and attend supervisions with Manager on a regular basis.
  4. Other reports or admin as assigned.

RESPONSIBILITIES – PUBLIC RELATIONS:

  1. Promote the program within the community.
  2. To adhere to professionalism in representing the organization at all times and maintain good communications.

EXPECTED STANDARDS OF PERFORMANCE:

  1. Adhere to the Policies and Procedures as set by the ONWA
  2. Representation on committees as required for the enhancement and benefits of ONWA’s programs.
  3. To network and promote ONWA and all ONWA related programs. Maintain good communication.
  4. Maintain professionalism at all times.
  5. The completion of functions outlined in the description and the achievement of goals set to a high level.
  6. Attendance and conduct at work according to the requirements of the Association’s Personnel
    Policy.
  7. Adherence to the Code of Ethics, and positive relationship building.

AUTHORITY:

To execute duties and responsibilities outlined in the job description.

ACCOUNTABILITY:

The Finance Clerk/AP will be directly accountable to the Finance Manager for the proper completion of the functions outlined in the job description.

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