City of Greater Sudbury Looking for Secretary/Finance Clerk at Greater Sudbury, Ontario, Canada Full Time

Division: Finance Division

Department: Corporate Services

Initial Reporting Location: Tom Davies Square

Job Status: Limited Position

Estimated Probable Duration: Up to Seven (7) Months (may be extended)

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.
• Perform other related duties as required.

Qualifications

• Satisfactory completion of Secondary School (Grade XII) Education.
• Over one (1) year and up to and including two and one-half (2½) years of related office experience, preferably within an accounting setting.
• Demonstrate organizational ability and administrative skills.
• Knowledge of financial practices and terminology considered an asset.
• Knowledge of PeopleSoft functionality relating to Payroll, Accounts Payable, Accounts Receivable and Purchase Order modules.
• Satisfactory keyboarding skills (60 words per minute).
• Demonstrate and proven ability related to computer software and administrative systems in a Windows environment (e.g. files maintenance, word processing, computerized spreadsheet applications, presentation software, Corel and PowerPoint Presentations, information input and retrieval, etc.).
• Demonstrate ability to take dictation and transcribe by hand and/or by mechanical recorder.
• Demonstrate interpersonal and communication skills in dealing with Councillors, the public, staff and outside agencies in a courteous and effective manner.
• Ability to work in a fast-paced, multi-tasked and team environment.
• Excellent use of English; verbally and in writing.
• French verbal and written skills an asset.
• Satisfactory health, attendance and former employment history.
• Physical capability to operate a vehicle safely, possession of a valid driver’s licence and an acceptable driving record, will be considered an asset.

This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.

Development opportunity range of pay: $25.15 to $29.05 per hour. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.

How To Apply

If you are viewing this job posting through a website other than the City of Greater Sudbury’s, please visit www.greatersudbury.ca/jobs to apply online.

We must receive your resume before 11:59 p.m. on Thursday, February 15, 2024. For those providing a French language resume, please also include an English version.

• Click on the Apply for Job button.
• Follow the step by step application process.
• Ensure you attached a cover letter and resume. Acceptable file types are:
• .doc
• .docx
• .txt
• .pdf
• .rtf
• Once completed, review your application and click on the Submit button.
• Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

Live outside Canada or new to Canada?

The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)

Contact Us

For technical difficulties, issues, questions or accommodations with an application made online email myJOBS@greatersudbury.ca