Finance Officer

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Job Description Finance Officer

Finance Officer 5/30/2005

Page 1

PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)

The Finance Officer is responsible for maintaining financial, accounting, administrative and personnel services in order to meet legislative requirements and support municipal operations.

SCOPE
(The way that the position contributes to and impacts on the organization)

The Finance Officer reports to the Senior Administrative Officer and is responsible for preparing financial statements, maintaining cash controls, preparing the payroll and personnel administration, purchasing, maintaining accounts payable and managing office operations. The Finance Officer must work within the Financial Management Act, Municipal policies and procedures and in compliance with all Territorial Acts and Legislation. Failure to provide adequate services may result in lost or misused revenues, inaccurate financial statements and financial hardships for employees, contractors and suppliers if the payroll and/or accounts payables are not processed in an accurate and timely manner.

RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.)

1.

Administer and monitor the financial system in order to ensure that the municipal finances are maintained in an accurate and timely manner Main Activities  Assist with preparation of the budget  Implement financial policies and procedures  Establish and maintain cash controls  Establish, maintain and reconcile the general ledger  Monitor cash reserves and investments  Prepare and reconcile bank statements  Establish and maintain supplier accounts  Processes supplier invoices  Maintain the purchase order system  Ensure data is entered into the system  Issue cheques for all accounts due  Ensure security for all credit cards and verify charges  Ensure transactions are properly recorded and entered into the computerized accounting system  Prepare income statements  Prepare balance sheets

Finance Officer 5/30/2005

Page 2

 Prepare monthly financial statements  Prepare quarterly reports and report on variances  Assist with the annual audit  Maintain the computerized accounting system  Maintain financial files and records 2. Maintain the accounts payable and accounts receivable systems in order to ensure complete and accurate records of all moneys Main Activities  Ensure the safeguarding of all municipal funds  Issue, code and authorize purchase orders  Reconcile the accounts payable  Prepare journal summaries  Reconcile the accounts receivable  Compile source documents  Issue receipts  Reconcile weekly deposits  Reconcile Motor Vehicle and other government services transactions

3.

Administer employee files and records in order to ensure accurate payment of benefits and allowances Main Activities  Document new employees  Establish employee files in the computerized accounting system  Administer benefit entitlements  Verify and report on benefits payments  Maintain the leave management system  Verify annual leave records  Calculate and action deductions  Submit remittances  Prepare and issue T4 and T4A slips  Prepare WCB reports  Prepare separation documents for terminated employees  Maintain confidential employee files

Finance Officer 5/30/2005

Page 3

4.

Administer the bi-weekly payroll in order to ensure that employees are paid in an accurate and timely manner Main Activities  Set up employee files  Verify and code timesheets and hours worked  Calculate employee salaries, deductions and contributions  Enter payroll information into the computerized accounting system  Calculate source and miscellaneous deductions  Process pay cheques  Update leave and lieu time  Prepare, review...
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