Overview
Secretary/Finance Clerk Jobs in Greater Sudbury, Ontario at City of Greater Sudbury
Title: Secretary/Finance Clerk
Company: City of Greater Sudbury
Location: Greater Sudbury, Ontario
Job DescriptionDivision:Finance Division
Department:Corporate Services
Initial Reporting Location:Tom Davies Square
Job Status:Limited Position
Estimated Probable Duration: Up to Seven (7) Months
Number of Vacancies:1
Affiliation: Inside Unit
Hours of Work: 70 hours bi-weekly
Shift Work Required: No
Range of Pay: Group 6 – $25.64 to $30.15 per hour
The start date will follow the selection process.This position is not eligible to work remotely .
Characteristic Duties:Under the general supervision of the Administrative Assistant to the Executive Director of Finance, Assets and Fleet .
Administrative Duties
Act as receptionist for the Division, directing clients to the appropriate personnel.
Open and distribute mail and faxes, receive and respond to telephone and public inquiries and/or direct to applicable source.
Type and format letters, memos, create presentations, spreadsheets and templates; ensure work is free of spelling and grammatical errors.
Type and format Council/Committee reports in Agendas Online.
Prepare reports and associated analyses, and routine correspondence as required.
Prepare and distribute Human Resources related forms and notifications (e.g. Relieving Pay, Notice of Hire, Notice of Change, Employee Requisitions, etc.).
Make travel arrangements for Division staff; verify accuracy of travel expense claim forms.
Arrange appointments, prepare agendas, co-ordinate meetings, book facilities and equipment, take and transcribe minutes.
Control and issue numerical sequence of donation receipts.
Sort and distribute accounts payable and receivable cheques; co-ordinate distribution of progress payments to contractors.
Calculate and prepare payments for insurance purposes.
Sort and distribute financial information to other departments, as required.
Perform payroll duties (e.g. time entry, compiling cost centre reports, distribution of pay stubs, etc.).
Maintain current and archived files and records including a “Bring Forward” system.
Maintain the Finance, Assets and Fleet Division’s main page on CGS website.
Order office supplies and process special orders (e.g. equipment repairs, maintenance requests, etc.).
Prepare requisitions and purchase orders, using PeopleSoft functionality, as required.
Maintain petty cash including monthly reconciliation. Prepare petty cash replenishment forms.
Provide assistance to the Administrative Assistant to the Executive Director of Finance Assets and Fleet during periods of overload, vacation or illness.
Accounting Duties
Sort and distribute Accounts Payable cheques and coordinate distribution of progress payments to contractors.
Accept, compile and process electronic funds transfer requests and verify information for payment notifications.
Assist with processing invoices and cheque requisitions for payment in accordance with CGS policies, procedures and by-laws with emphasis on the Purchasing By-Law. Verify signing authority as per the Purchasing authority Policy and that appropriate supporting documentation is provided.
Assist with reviewing and sorting of incoming Accounts Payable and Accounts Receivable paper mail and e-mail, and distribution to appropriate staff/departments.
Assist with vendor statement reconciliation, verification of payment details, and processing of billing advices.
Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
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