Please choose a position below to view the description.

1. Accounting Clerk
2. Administrative Assistant – Level 1
3. Administrative Assistant – Level 2
4. Data Entry Operator – Level 1
5. Data Entry Operator – Level 2
6. Finance Clerk
7. General Clerk – Level 1
8. General Clerk – Level 2
9. Mail Clerk – Level 1
10. Mail Clerk – Level 2
11. Payroll Clerk
12. Receptionist – Level 1
13. Receptionist – Level 2
14. Reconciliation Clerk
15. Human Resources Clerk

1. Accounting Clerk back to top

Description

• Provides a full range of accounting services in accounts payable and accounts receivable, including processing invoices, expense claims, journal entries, e-billings, transfer payments, grants, award payments, cash receipt and application and related client support to a diverse group of ministries in compliance with corporate and Branch policies and procedures, established service level standards and in keeping with best business practices
• Prepares deposits, reconciles input and verifies information; processes debit and credit card payments; Handles non-sufficient funds cheques
• Responds to customer queries on an as needed basis, identifies issues and concerns and investigate/resolve discrepancies
• Monitors aged receivables and initiates collection actions for overdue accounts under supervisor’s advice
• Provides support, guidance and assistance to clients, promptly resolving discrepancies, correcting errors and omissions by telephone, electronic or written communication with internal and external clients
• Reviews and reconciles all documents and reports to ensure accounting processes, procedures and policies are followed
• Identifies issues and concerns, noting payments that require special handling and forwards with recommended action for review and approval by Supervisor
• Provides program and business improvement support and services to management and clients. Works with other unit staff to identify areas of administrative weaknesses and recommends new and revised procedures and best practices.

• Knowledge/understanding of accounting policies and procedures, quality assurance practices, financial control and reconciliation
• Experience with computerized financial systems, e.g., Oracle Financials and spreadsheets, e.g., Excel; word processing and email systems
• High degree of accuracy, math ability, analytical/problem -solving skills
• Excellent customer service, interpersonal, communications skills, integrity, tact and diplomacy

• Provides secretarial and clerical support to a line manager or several managers and staff relating to the day –today internal operations of the unit
• Prepares and produces a range of materials including reports, forms, spreadsheets, presentations and general correspondence using on-line data bases and MS Office software
• Organizes and maintains meeting schedules, makes travel, meeting and conference arrangements, including physical and logistical arrangements; prepares agendas and information packages
• Sets up and maintains hard copy and electronic filing system, preparing files in accordance with established records management standards and procedures, retrieving files, re-labelling and repairing worn files, records retention, responding to requests for information from files
• Greets and directs visitors/callers; answering the phone, taking messages, determining nature of calls and responding to routine enquiries
• Logs, date stamps, sorts, distributes and re-directs all incoming mail and faxes; prepares packages for courier shipment
• Maintains inventory of office supplies and equipment; arranges and follows up on equipment repairs and maintenance
• Provides financial reconciliation services, e.g., purchasing card, financial reports; provides salary & wage forecasts; monitors and tracks budget expenditures
• Human resources administration, e.g., tracks Staffing Action forms, prepares forms to confirm staffing actions, etc.

• Knowledge of general office procedures
• Oral and written communication skills for composing standard correspondence
• Interpersonal skills to liaise with various clients, stakeholders (internal and external) and team
• Organizational skills to establish priorities, co-ordinate and carry out responsibilities and meet deadlines
• Intermediate knowledge of and experience in using on-line systems (HR, finance), MS Office software programs and email systems

• Performs the administrative work related to the day-to-day internal operations of an OPS senior manager’s or executive’s office
• Prepares and composes correspondence, memos, reports and presentations
• Maintains inventory of office supplies, orders supplies as required, maintains filing systems and prepares mail and courier materials, makes travel arrangements, schedules meetings and arranging conferences calls
• Handles highly sensitive and confidential information
• Co-ordinates branch management schedules
• Co-ordinates unit activities with other units and or administrative functions, e.g., human resources, finance, IT
• Drafts standard correspondence, e.g., briefing notes, memos, letters
• Conducts background research on issues; prepares reports

• Knowledge of general office procedures
• Ability to work under general supervision
• Multi tasks, manages conflicting priorities
• Advanced MS Office skills; experience in using computerized data bases, e.g., HR, financial, correspondence tracking, etc.
• Judgement and discretion to handle confidential and sensitive issues
• Oral and written communication skills for composing standard correspondence
• Interpersonal skills to liaise with various clients, stakeholders (internal and external) and team members
• Organizational skills to establish priorities, co-ordinate and carry out responsibilities and meet deadlines

• Provides data entry services running off a menu-driven computer system by entering information related to the operation, from both paper and screen images

• Work in high volume processing environment and adapt to changes in procedures and technology
• Communicate effectively
• Demonstrate accurate key boarding skills at 7,500 - 8,000 keystrokes per hour
• Enter routine, non-complex data
• Input and output documents
• Check for detail and accuracy
• Use on-line data bases, word processing and email systems

• Provides data entry services running off a menu-driven com puter system by entering information related to the operation, from both paper and screen images
• Records and verifies data from a variety of complex source documents.

• Work in high volume environment, adapt to changes in procedur es and technology
• Communicate effectively for the purpose of receiving orientation/instruction and to obtain clarification re data and information from clients/users
• Sort and code prior to input
• Demonstrate accurate key boarding skills at 10,000 keystrokes per hour using multiple screens
• Perform quality control to ensure accuracy and completeness of work
• Use on-line data base systems, word processing software and experience with email systems

• Monitors and processes invoices and claims, ensuring accuracy and completeness and within approved budget and/or funding
• Adjusts and corrects claims and invoices, notifies clients of adjustments
• Reviews financial statements for accurate reporting of payments; reconciles financial information system reports; alerts stakeholders of discrepancies
• Prepares factual information, financial and statistical reports related to program finances and administration using spreadsheet software
• Prepares budgets with multiple cost centres
• Prepares and submits approved financial reports, including budget reports, annual/monthly calendarizations and forecast reports
• Identifies and investigates variances between budgeted expenses and actuals
• Provides information, advice and guidance to clients

• Knowledge/understanding of general accounting procedures, quality assurance practices, financial control and reconciliation
• Experience with computerized financial systems, e.g., Oracle Financials, and spreadsheets, e.g., Excel; also word-processing and email systems
• Ability to create adhoc reports
• High degree of accuracy, math ability, analytical/problem -solving skills
• Customer service, interpersonal, communications skills

• Performs a variety of routine repetitive clerical duties and tasks of low complexity
• Sets up and maintains hard copy and electronic filing system, prepares files in accordance with established records management standards and procedures, retrieves files, re-labels and repairs worn files, records retention, responds to requests for information from files
• Reception services (greeting and directing visitors/callers; answering the phone, taking messages, determining nature of calls and responding to routine enquiries)
• Mail processing (logging, date stamping, sorting, distributing and re-directing all incoming mail and faxes)
• Maintains inventory of office supplies and equipment; arranging and following up on equipment repairs and maintenance
• Sorts, batches, edits various documents, retrieves and updates on-line documents

• Use standard office equipment, e.g., telephone, photocopier, computer, calculator, at a basic level
• Perform manual, clerical skills, math skills to scrutinize documents for appropriate sorting, filing, etc.
• Interpersonal skills to liaise with various clients, stakeholders (internal and external) and team members
• Basic proficiency in on-line data bases, MS Office Software and email

• Performs a variety of routine repetitive clerical duties and tasks of high complexity to support a business unit’s program functions, e.g., processes forms and documents in hard copy and on-line to ensure/check for quality assurance; updates and maintains records; performs sorting, batching, editing and coding of various documents, retrieving and updating on-line documents, filing, math skills
• Provides general program information to clients in person, on the phone or via email
• Performs research, provides options, resolves complex inquires, deal professionally with internal/external clients in potentially stressful or sensitive/emotional situations.

• Able to work independently in high volume environment and set priorities
• Strong communication and interpersonal skills for the purpose of receiving orientation/instruction and to obtain clarification re data and information from clients/users and responding to client inquiries
• Proficiency in online data bases and intermediate skills in MS Office software packages and email
• Familiar with general office procedures
• Ability to work with and interpret reference manuals and program guidelines (with on-site orientation and coaching)
• Strong organization and problem-solving skills
• Able to handle routine calls, inputting requests into database and tracking resolution. Determines non-routine calls and escalates as appropriate

• Processes incoming mail including sorting into delivery locations or other predetermined categories; logs registered/designated (e.g., priority post courier) mail; routes to sections within ministry
• Provides immediate pickup and delivery of rush letters/parcels in person within the ministry

• Lift heavy boxes (up to 60 lbs)
• Recognize mail items incorrectly placed for pick-up, e.g.., mail destined for same day courier placed in wrong tray
• Communicate effectively in order to receive/discuss instructions or discuss problem issues arising from work
• Analytical skills to log, sort, prioritize and distribute mail

• Processes outgoing mail including sorting, weighing, metering, bagging for delivery to ministries, facilities and Canada Post
• Processes outgoing shipments of large items for dispatch by commercial courier including the best courier option, completing waybills, manifests and customs forms
• Processes incoming mail including sorting into delivery locations or other predetermined categories, logging registered/designated (e.g., priority post courier) mail, routing to sections within ministry; performs complex scanning and tracking of incoming mail packages
• Operates mail folding/inserting/sealing/labelling machines for mass mailings; troubleshoots and maintains equipment
• Provides immediate pickup and delivery of rush letters/parcels in person within the ministry and by courier externally
• Oversees loading and unloading of goods from trucks or other conveyances
• Operates/maintains equipment, e.g., computerized database/equipment to monitor and scan mail, postage equipment

• Lift heavy boxes up to 60 lbs
• Recognize mail items incorrectly placed for pick-up, e.g.., mail destined for same day courier placed in wrong tray
• Communicate effectively in order to receive/discuss instructions or discuss problem issues
• Perform general clerical and analytical skills to log, sort, prioritize and distribute mail
• Work with minimal supervision
• Resolve client problems/issues
• Knowledge of/experience in using email
• Organize workload and demonstrate good time management

• Reviews, verifies, calculates and processes pay and benefits transactions related to: promotions, demotions, transfers, terminations, severance, retirements, salary revisions, leaves-of-absences, etc.
• Prepares input documents and processes related payroll changes using computerized HR/payroll systems
• Conducts employee induction/exit interviews for the purposes of onboarding and terminations related to payroll and benefits
• Provides information/assistance/advice/interpretations to clients
• Responds to complaints regarding discrepancies or errors
• Prepares correspondence and documentation required by insurance carriers, ministries, financial institutions, etc.
• Maintains accurate data for filing; maintains a variety of records (including com puterized records)

• Knowledge of relevant sections of federal and provincial legislation related to statutory deductions and benefits and experience in applying these in a payroll environment
• Experience with large-scale payroll systems and human resources information systems and MS Office Software packages
• Analytical skills in investigating errors or problems and taking corrective action
• Mathematical skills to perform calculations on salary information
• Organizational skills to set priorities to meet payroll cut-off dates
• Communication and interpersonal skills to respond to customer service issues using verbal or electronic means

• Greets visitors, clients and callers, determines the nature of their business, answers inquiries, provides information and takes messages, and directs them to the appropriate person(s) or place(s)
• Prepares and receives courier packages
• Preparing letters, spreadsheets, presentations, memoranda

• Reception and customer service techniques, e.g., greeting visitors and callers, answering phones, responding to routine inquiries, directing callers/visitors to appropriate persons or locations
• Reasoning skills, attention to detail
• Interpersonal and communication skills
• Basic knowledge of word processing and email systems

• Greets visitors, clients and callers, determines the nature of their business, and directs them to the appropriate person(s) or place(s)
• Answers inquiries and provides information regarding activities carried on inside or outside the organization; follow-us up
• Makes travel arrangements
• Schedules appointments, meetings and conferences
• Maintains inventory of and orders office supplies

• Substantial experience in performing receptionist duties
• Requires strong communication skills and personal presentation suited to the business unit
• Tact and judgement in dealing with all levels of clients/visitors
• Intermediate knowledge of/experience with MS Office Software, in particular word processing and email

• Provides full range of reconciliation services including: general ledger, payroll and banking
• Identifies and resolves discrepancies, correcting errors, omissions and responds to queries on specific reconciliation items
• Provides first level support, guidance and assistance to stakeholders
• Provides balancing and reporting services ensuring accurate recording and control of accounting transactions
• Provides various accounting and processing services in accordance with corporate and unit policies, procedures and best business practices
• Implements, documents and communicates appropriate correction and/or preparing detailed analysis and recommend resolution

• Knowledge of payroll, banking, accounts payable and revenue processing methods
• Ability to interpret accounting policies and procedures
• Knowledge and experience with computerized financial systems including Oracle Financials, spreadsheet software e.g., Excel, and word processing
• Excellent analytical skills and attention to detail
• Evaluative skills and judgement to identify cases which need special handling
• Excellent customer service, interpersonal and communication skills

• Performs a variety of routine repetitive clerical duties and tasks of high complexity to support the HR administrative requirements in an HR Branch, large ministry business unit or regional office
• Prepares and produces a range of materials such as reports, forms, spreadsheets, and general correspondence using on-line data bases and MS Office software
• Sets up and maintains hard copy and electronic filing systems, e.g., HR employee files, job descriptions, employee grievances, competition files, etc. and maintains files/document security; prepares files in accordance with established records management standards and procedures; retrieves and re-files records; re-labels and repairs worn files; co-ordinates records retention; responds to requests for information from files
• Greets and directs visitors/callers; answers the phone, takes messages, determines nature of calls and responds to routine enquiries
• Logs, date stamps, sorts, distributes and re-directs all incoming mail and faxes; prepares packages for courier shipment

• Knowledge of general office procedures
• Oral and written communication skills for composing standard correspondence and emails
• Interpersonal skills to liaise with various clients, stakeholders (internal and external) and team
• Organizational skills to establish priorities, co-ordinate and carry out responsibilities and meet deadlines
• Intermediate knowledge of and experience in using on-line systems, MS Office software programs and email systems