Location: Peel & Dufferin, ON
Experience: 2 years
Our client, a top School Board in Peel and Dufferin, is seeking an analytical, organized, and multitasking Secretary (Budget) to be part of their team on a contract basis. Long term potential!
Under the direction of the Supervisor/Designate, this position is responsible for providing purchasing, accounting, bookkeeping and budgetary assistance to administrators, department heads and other school staff. Responsible for maintaining accounts receivable, accounts payable and the monitoring of school and department budgets. Responsible for general secretarial office duties during peak periods or as assigned by Administration. Maintaining confidentiality is a requirement for this position. This description is a summary of the typical functions of the job and is not to be considered an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The working hours will correspond with the individual institution’s timetable and school holidays. Selected applicants for this role would require a vulnerable sector screening check.
|KEY RESPONSIBILITIES||% of Time|
|Maintains accurate records for all financial transactions and activities related to purchasing||40%|
|Co-ordinates purchasing within the school and ensures purchases adhere to Board Purchasing protocol and advises on the same|
|Generates purchase orders and inputs all purchase requisitions on the Boards approved purchasing system and monitors purchases as required|
|Selects budget account codes and appropriately applies them to all requisitions as per Ministry/Board requirements|
|Collects packing slips, verifies shipments and forwards packing slips to purchasing department|
|Resolves supplier/vendor problems that occur with shipments, i.e. short shipped, backorders, etc. and arranges for the return of unsatisfactory shipments advising purchasing department in writing of any changes to purchase orders|
|Initiates year-end procedure to authorize payment to suppliers for goods received and paid for within the operating year|
|Advises Department Heads and other staff members about queries with respect to the purchasing of equipment and supplies for the school|
|Compiles and co-ordinates the distribution of standard supplies for the school|
|Obtains information on possible capital purchases including the compilation of data and cost quotations on supplies and equipment as requested|
|Maintains an up-to-date inventory of Capital Asset Management data files of all school equipment on the Board approved purchasing software and tags the same|
|Performs all accounting duties necessary to maintain accurate school financial records||40%|
|Maintain accounts receivable and accounts payable|
|Monitors the school, office and Department budgets by cost center informing appropriate individuals of budgetary over/under runs and performs budget transfers as needed|
|Prepares and distributes itemized computer list monthly to Principal and Department heads advising them of their financial standing and prepares budget reports as requested|
|Verifies and compares Board printouts received from Accounting Department to computer ledger records for accuracy and corrects all over/under expenditures as appropriate|
|Maintain, monitor and reconciles budget and costs for supply teachers and consults with the administrator as needed|
|Maintains Board funds, petty cash and athletic accounts and reconciles monthly bank statement for same|
|Posts all Board transactions to Board approved Accounting Software ensuring accurate financial records are maintained for internal files for audit purposes.|
|Follows up on NSF cheques|
|Acts as a signing authority as needed|
|Maintains accurate records of school procurement card expenditures including receiving receipts recording amounts and allocating charges to appropriate departments as necessary|
|Executes year-end procedures by closing off accounts and starting up a new year|
|Provides general office and administrative support during peak periods or as needed||20%|
|Other responsibilities, tasks and/or duties can be assigned.|
- Hours of the position are Monday to Friday from 8:00 am – 3:00 pm EST
EDUCATION AND EXPERIENCE
- A minimum of 2 years of recent relevant experience
- Secondary School Diploma
- Bookkeeping or related Certificate
- Knowledge in Accounting an asset
- Experience working in a fast-paced working environment.
- Proficient in the use of Board provided computer-based technologies to create, manipulate, store and retrieve information, and communicate with others
- Preferred experience in an educational setting
- Experience with Student Information Systems, OnSIS, WebTRACS, Supply Chain process, Megamation, Cash Net)
- Effective communication skills
SKILLS AND COMPETENCIES
- Excellent verbal and written communication skills
- Strong attention to detail with the ability to multi-task effectively.
- High level of professionalism with and familiar with working with confidential information
- Proficient time management and organizational skills attributes.
- High-level customer service and people skills
- Demonstrated analytical and problem-solving skills.
- Ability to work independently while understanding the importance of engaging appropriate members of the senior team for awareness or guidance and/or escalating issues as appropriate
If you feel that you would be a great addition to the team, you can apply by either clicking the “Apply Now” button or by sending your resume to email@example.com, along with a concise explanation on why you would be a good fit!
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