One of our major Government Business Associations is looking for an Accounting Clerk
Length: 2 years contract with a possibility of an extension
Location: Mississauga, ON
'The start date of this job is flexible and in order to find the best candidate the job may remain open much longer than the date mentioned on this posting... or you may be asked to start sooner than the expected start date if you are able to do so !'
Please read the job description below. If this interests you, please send a MS-Word version copy of your resume (ASAP) along with a telephone contact number: E-mail to padhikari@teamrecruiter.com
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The recruiter in charge of this role is Prakash
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Requirements:
POSITION SUMMARY
Reporting to the Controller, the candidate is accountable for the accuracy and completeness of all accounting entries, payments, invoicing of revenues, processing payroll and for coordinating, executing, and completing purchasing and procurement processes for the organization. The candidate identifies, analyzes and resolves problems with procurement and invoicing and proceeds to resolve in an efficient manner to ensure proactive and efficient customer service, effective control and timely payments and receipts.
RESPONSIBILITIES
1. Purchasing and Procurement - 20%
Prepares requests for quotes/proposals, tender documents, contract clauses, coordinates specifications and requirements suitable for the procurements in question
Ensures accurate, thorough/timely advice and support to Cost Centre Managers related to procurement of goods and services through the issuing and receiving of proposals/tenders/leases and service contracts
Coordinates bid document openings
Coordinates suitable evaluation criteria in conjunction with the affected department and provide guidance
Confers with vendors as required to obtain product or service information, pricing, etc.
Ensures proper delivery methods are included in all requests for delivery of goods
Develops/coordinates and/or assists with procurement processes based on policy
Determines/recommends and coordinates method of procurement based on policies for lower dollar value purchases
Publishes contract award notices and purchase orders, inform unsuccessful vendors, explains the award process and, if necessary, provides details to unsuccessful vendors
Confers with vendors, as required, to obtain delivery schedule and monitor delivery and acceptance of goods/services
Contacts vendors to resolve issues/discrepancies, discuss defective or unacceptable goods or services and takes corrective action as necessary
Prepares Purchase Orders, Agreements, Terms and Conditions, etc. for review and approval by the Controller and department manager
Obtains approvals as per policies and procedures
Upon receipt of an invoice, confirms a purchase order has been issued, the balance is sufficient, and obtain any necessary clarifications from vendor, prior to processing for payment.
Reviews, reconciles and follows-up on outstanding purchase orders on a monthly basis, ensuring purchase orders are up to date and makes requests of vendors to receive invoices if not received in a timely fashion
Maintains and updates register of contracts and notifies Controller when purchase orders are nearing expiry or depletion to confirm if amendments are required.
Prepares contracts and amendments from template, ensuring accuracy and completeness, for review and approval by Controller; sends to parties for electronic signature
Ensure documentation of WSIB compliance for all onsite service contracts
2. Accounts Payable - 35%
Verifies and processes invoices, cheque requests and claims for payment, matches invoices to purchase orders as applicable, ensures accuracy, completeness and compliance with policy and procedures,
Ensures approvals of invoices, cheque requests, claims, receipts and credit card statements and uploads transactions into QBO,
Processes payments (EFT, PAP, Visa, etc) in a timely manner, matches to payment/claim/invoice documents, prepare and processes EFT file and routes for approval
Ensures recurring charges are entered, processed and paid in a timely manner (e.g. telecom)
Flags manager when standing purchase orders are nearing depletion
Follows-up with vendors for discrepancies noted on invoices and or purchase orders
Maintains and updates vendor records in QBO
Classifies and maintains secure, orderly financial records, according to the fiscal year
3. Payroll - 10%
Processes bi-weekly payroll and any special pays:
o Runs Wage report and ensures upcoming increments are processed
o Ensures all approved Employee Change Form changes or changes identified by the CEO or Controller have been made in WagePoint (pay increases, position changes, new employees, terminations)
o Makes required manual adjustments and entries in WagePoint, as identified on approved Employee Change Form or identified by Controller
o Runs required processes to generate appropriate time entries, accruals and deductions in WagePoint, verifies entries; submits final pay report to Controller for approval prior to processing
o Generates upload file and prepares journal entry for posting in QBO
o Creates RRSP contribution file and enters in RBC
o Makes remittance payment
Classifies and maintains secure, orderly payroll records
Makes adjusting entries, as required (including accrual balance adjustments)
Prepares Payroll and EHT remittances and submits and pays online within prescribed time limits
Reconciles monthly benefits invoice against payroll reports, identifies discrepancies, notifies/obtains explanation from Human Resources, prepares adjusting GL entries where required
Generates various payroll reports in WagePoint, as required
Reconciles all payroll balance sheet accounts on a quarterly basis
Prepares and submits annual EHT report, applies for a rebate if applicable
4. Invoicing and Receivables - 10%
Creates and distributes invoices to clients in a timely manner
Verifies integrity of data relating to invoicing clients and the receipt of payments ensuring compliance to service fees
Ensures timely collection of client receivables, contacting clients where needed to discuss payment on overdue accounts.
Receipt invoices against bank deposit
Export from Moneris (merchant services) and uploads to QBO
Verifies payments received through QBO online
Advises when grant advance notifications are received.
5. Financial Asset Management - 10%
Tracks inventory including capital assets, develops processes for disposal of surplus assets
Ensures assets are added to assets management systems, bar-codes are distributed and the asset management system updated accordingly
Records the cost of new assets into asset management system as required and updates warranty dates as per invoices.
Reviews and follows up on all recently received assets to ensure bar-codes, serial number, date-in-service, etc. are updated
Maintains and updates warranties in asset management system and notifies Controller in advance of expiry dates when new support agreements or tenders are required to ensure continuity in coverage
Maintains and administers inventory verification for new and exiting staff
6. Reporting - 5%
Reconciles the General Ledger Accounts on a quarterly basis and maintains the Chart of Accounts, creating account codes as necessary to track project or specific costs
Prepares and reconciles bank and visa statements and liaises with bank as necessary
Prepare and submits government remittances and ensure correctness and completeness, including preparing HST reasonability to cross check HST remittance
Using a sound understanding of accounting principles, provides effective support in the generation of quarterly financial reports and Ministry reports
Identifies and punctually resolves discrepancies in accounts
Monitors and reports on bank balances and fund payments
Reconciles general ledger accounts quarterly
Assists with audit preparation as required
7. Other - 10%
Books flights using corporate reward points and reconciles balance of corporate reward account
Provides proactive and effective customer service to all internal and external stakeholders
As a key member of the Financial Services team, contributes to a positive working environment by providing assistance to other team members, if requested, maintaining a positive and optimistic attitude and proactively finding solutions to problems and ways to improve service and efficiency
Proactively identifies and recommends changes to processes and procedures that simplify/shorten processes, strengthen controls, eliminate/reduce duplication AND enhance customer service
Assists with data input, gathering of information and analysis, as required
Submits weekly report to Controller
Provides training to staff on use of expense and AP management system
Other duties, as assigned
Qualifications:
EDUCATION
Postsecondary diploma/degree in Accounting
Working towards CPA designation an asset
Procurement certification an asset
SKILLS
Thorough knowledge of generally accepted accounting principles, policies and procedures and budgeting methods
Accuracy and attention to detail
Elevated decision making skills
Effective organizational & time management skills
Effective verbal and listening skills
Tact and diplomacy when dealing with clients
Analytical and problem solving skills
Ability to decipher, recommend changes and implement policies
Ability to train staff in processes and procedures
Ability to work in a fast-paced environment
Demonstrated experience in handling Confidential Information
Requires an in-depth knowledge of computer applications and accounting software (Quickbooks Online)
Strong proficiency with Microsoft Office applications, particularly advanced Excel functions
EXPERIENCE
2 years in an accounting environment
Experience with auditing and processing expenses against policy
Experience with accounts payable functions
Experience with accounts receivable functions
Experience processing payroll
Purchasing experience
Please note that this is the most up to date version of job description available at this time - During Client Interview you will receive additional information - variance may apply!
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