Position Title: Accounting & Administrative Assistant
Reports to: CAO
Summary of Functions:
Under the direction of the CAO, the Accounting & Administrative Assistant is principally responsible for all aspects relating to accounting and administration for the municipality. They ensure that all matters relating to accounting and administration comply with policies set out by the municipality and all legislative requirements.
The Village of Carbon is a progressive community located in a rural setting just 110 km northeast of the City of Calgary and within half an hour of Drumheller, Three Hills, Acme and Linden. Carbon offers a a very active community and has numerous amenities such as a school, curling rink and pool (just toname a few).
Typical Duties
- Handles general reception responsibilities including in-person enquiries
- Prepares monthly bank reconciliations and financial reports and other financial duties as assigned
- Prepares payroll complete with journal entries and bank transfers/cheques, T4’s and prepare ROE’s when necessary.
- Prepares Utility and Property Tax billings
- Administers the preparation and maintenance of the assessment roll, both on paper and computerized and issues tax certificates when requested
- Ensures the preparation and posting of accounts payable and accounts receivable
- Ensures proper approvals are attained for all documents
- Issues cash receipts, prepares bank deposits, issues cheques and EFT’s.
- Ensures all CRA reporting is completed on a timely basis
- Administers the Tangible Capital Asset system both on paper and computerized with consultation from the Public Works Foreman
- Assists the Appointed Auditor when requested
- Ensures that all official correspondence including but not limited to by-laws, policies, tax certificates, agreements, manuals, administration and council correspondence is typed and filed as assigned
- Assists in applications for business and dog/cat licenses, etc., and manages these systems.
- Assists in ordering office supplies and cleaning supplies upon final purchasing approval of the CAO.
- Assists in the administration of the Village’s website, newsletter, Facebook and reader board
- Carries out the duties of secretary of the Subdivision and Development Appeal Board.
- Carries out the duties of clerk for the Assessment Appeal Board.
- Carries out the Subdivision& Development Officer duties that include but are not limited to: building & developments permits and compliance letters.
- Carries out the duties of maintenance coordinator of Emergency Management Plan (Village of Carbon section of Kneehill Regional Emergency Management Plan), and any other duties as needed by the Municipal Administrator and Emergency Management Director/Deputy Director.
- Perform other related duties as required by the Municipal Administrator.
- Assumes the “Designated Officer” position of “Acting Administrator” as per Schedule “A” of the CAO’s position description
- Attend committee meetings (including evening) as directed by the Administrator.
- Attends all meetings of Council, and committees of Council/meetings of such boards, authorities and other bodies as requested by the CAO
Required Knowledge, Abilities & Skills
- Two-year college or equivalent work experience
- Knowledge of municipal legislation and related statutes
- Effective communication skills, both written and verbal
- Working knowledge of payroll, property tax and utility legislation, regulations, policies and practices
- Strong computer skills and experience with Microsoft Suite and websites. Knowledge with financial software would be an asset
- Excellent customer service abilities and communication skills.
- Organizational skills
- First Aid
- Valid Alberta Class 5 Operator’s license
- Drivers Abstract
- Payroll and basic financial/accounting understanding.
- A willingness to learn office programs including, but not limited to, municipal accounting software,
- A willingness to learn about governance and the role municipal government plays in the community.
- Positive attitude.
Closing Date: The process will remain open until a candidate is hired.
The Village of Carbon offers competitive salary and benefits.
Applications: Please email resume and cover letter to: cao@villageofcarbon.com
