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Business Clerk (Accounting Clerk)

Under the direction of the Supervisor of Accounting /or designate the successful candidate will support the Business Department, including accounting, payroll and purchasing functions, by providing extra resources to meet the Department’s needs. Assignments will fluctuate with needs and may include replacement of staff on short and long term leaves.

Providing support to the Supervisor of Accounting in the accounts payable / receivable function by:

• Receiving invoices and sorting for discounts and circulating for proper approval
• Comparing quantities invoiced to quantities ordered and received per packing slips or other evidence of receipt of goods
• Comparing invoice amounts to purchase order amounts and resolving with purchasing or other appropriate personnel, if problems exist
• Following-up receipt of goods with schools, etc. if no evidence of receipt
• Entering invoice data into K212 Finance application, ensuring invoices have not already been paid, and confirming data entries prior to cheque generation
• Reviewing supplier statements for outstanding invoices or credit memos and reconciling
• Handling telephone inquiries from suppliers and staff regarding status of cheque preparations and non-payment of invoices
• Issuing accounts receivable invoices, monitoring collection and responding to customer inquiries
• Other duties as assigned not specifically mentioned above

Providing support to the Manager of Payroll and Benefits in the payroll function by:

• Preparing and entering employee payroll changes into the K212 HR/Payroll application
• Reconciling employee payroll changes including salary and deduction changes
• Other duties as assigned not specifically mentioned above

Providing support to the Manager of Purchasing and Capital in the purchasing function by:

• Designing, collaborating and issuing various types of Requests, including but not limited to Tenders, Proposals and Quotations
• Summarizing and analyzing competitive bid results and/or assisting in the selection process
• Problem solving with schools, accounting, departments, and vendors to ensure compliance with Purchasing Policies and Procedures, BPS Procurement Directive as well as the terms and conditions of each contract
• Collecting and maintaining Certificates of Insurance and WSIB Clearance Certificates from all applicable vendors while ensuring schools and departments are compliant and knowledgeable with this requirement
• Liaising between suppliers and user departments and schools regarding vendor inquiries
• Processing purchase order requisitions/requests and ensuring compliance with the Purchasing Policy and Procedures, BPS Procurement Directive, and other internal controls
• Responsible for purchase order entry and requisition conversion in the Board’s Financial System, ensuring proper general ledger account and administrative authorization
• Act as liaison in addressing queries and resolving issues as they relate to the processing of purchase orders
• Assist Board staff with obtaining quotations, sourcing suppliers and setting up vendors

• Assisting all locations within the Board with phone system issues, including voicemail and fax lines
• Maintaining and reviewing cell phone contracts for Board staff
• Issuing uniform vouchers for custodial and maintenance employees
• Running daily mail through postage machine
• Other duties as assigned not specifically mentioned above
  

Qualifications

• Secondary school graduate or equivalent is required
• Demonstrated experience and knowledge in a computerized accounting, payroll and purchasing environment
• Demonstrated understanding of accounting concepts
• Good mathematical and analytical skills
• Accounting, Payroll and Purchasing experience are required
• Proficiency with Microsoft Office Suite is required
• Excellent verbal and written communication skills with the ability to provide guidance and direction in problem solving with school administration, departments, and vendors to ensure compliance with Board Policies, Guidelines and Procedures, and BPS Procurement Directive
• Awareness of and commitment to maintaining appropriate standards of confidentiality
• Excellent interpersonal, communication and organizational skills

Applicants must have the required qualifications including skill, knowledge and ability to perform all duties in a satisfactory manner. Applicants must successfully pass a skills assessment test.

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The WECDSB adheres to equitable hiring, employment and promotion practices and is committed to an inclusive workforce that reflects the diversity of our students.

Accommodations for disabilities will be provided upon request to support participation in all aspects of the application process

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June 9, 2023