Support Staff PDF

Position Description Form (PDF)

College: Northern College

Incumbent's Name:

Position Title: Finance Clerk (Accounts Payable) Payband: E

Position Code/Number (if applicable):

Supervisor's Name and Title:

Completed by: Loran Charbonneau Date: March 20, 2012

Signatures:

Incumbent: Date:

(Indicates the incumbent has read and understood the PDF)

Supervisor: Date:

Supervisor's Supervisor: Date:
Instructions for Completing the PDF

1. Read the form carefully before completing any of the sections.

2. Answer each section as completely as you can base on the typical activities or requirements for the position and not on exceptional or rare requirements.

3. If you have any questions, refer to the document entitled "A Guide on How to Write Support Staff Position Description Forms" or contact your Human Resources representation for clarification.

4. Ensure the PDF is legible.

5. Responses should be straightforward and concise using simple factual statements.

Position Summary

Provide a concise description of the overall purpose of the position.

Under the direction of the VP, Finance, Administration & Aboriginal Services, the incumbent is responsible for general duties of the Finance Department, specifically in accounts payable, purchase orders, cash receipts and cash disbursements. The incumbent has College-wide responsibilities in these areas. Liaises with other finance personnel, customers/students, peers and managers for the effective operation of these functions in the above noted areas within the Finance Department.


Duties and Responsibilities

Indicate as clearly as possible the significant duties and responsibilities associated with the position. Indicate the approximate percentage of time for each duty. Describe duties rather than detailed work routines.

Approximate % of time annually*
Accounts Payable:
·  Verifies completeness and accuracy of vendor invoices and Request for Cheque forms received. Maintains vendor files, responsible for the set-up of all vendors and any changes to the files.
·  Posts all invoices for payment, verifies payment schedules, and prepares cheque runs.
·  Scans all invoices into MIS database.
·  Trains staff in the review of invoices, verifies the accuracy of work performed, informs users of system changes and coordinates all activities related to the submitting of invoice for payment at other locations/departments.
·  Responds to queries regarding accounts payable.
·  Reconciles monthly vendor statements.
·  Pays invoices in a manner that optimizes cash management for the College.
·  Generates and compiles A/P invoice copies and cancelled cheques required for reporting purposes. / 55%
Cash Receipts:
·  Collects monies and cash receipts reports from various departments, counts, reviews and reconciles monies and reports, advises department of any discrepancies, records cash receipts on the FMS system.
·  Prepares and records bank deposits.
·  Trains staff in the preparation of manual cash receipt forms, verifies the accuracy of work performed, changes and coordinates activities related to cash receipts for the Porcupine and Moosonee Campuses and for the Finance and Administration Department. / 30%
Purchasing:
·  Reviews and inputs purchase orders. Follows up on back orders and liaises with initiators of purchase order for changes or problems.
·  Distributes purchase orders for Porcupine campus. / 10%
Other related duties / 5%
Total / 100%

* To help you estimate approximate percentages:

½ hour a day is 7% 1 hour a day is 14% 1 hour a week is 3%

½ day a week is 10% ½ day a month is 2% 1 day a month is 4%

1 week a year is 2%


1. Education

A. Check the box that best describes the minimum level of formal education that is required for the position and specify the field(s) of study. Do not include on-the-job training in this information.

□ Up to High School or □ 1 year certificate or R 2 year diploma or

equivalent equivalent equivalent

□ Trade certification or □ 3 year diploma / degree □ 3 year diploma / degree plus

equivalent or equivalent professional certification or

equivalent

□ 4 year degree or □ Post graduate degree □ Doctoral degree or

equivalent (e.g. Masters) or equivalent equivalent

Field(s) of Study:

Business Administration with a major in Accounting.

B. Check the box that best describes the requirement for specific course(s), certification, qualification, formal training or accreditation in addition to and not part of the education level noted above and in the space provided specify the additional requirement(s). Include only the requirement that would typically be included in the job posting and would be acquired prior to the commencement of the position. Do not include courses that are needed to maintain a professional designation.

R No additional requirements
□ Additional requirements obtained by course(s) of a total of 100 hours or less
□ Additional requirements obtained by course(s) of a total between 101 and 520 hours
□ Additional requirements obtained by course(s) of a total of more than 520 hours


2. Experience

Experience refers to the minimum time required in prior position(s) to understand how to apply the techniques, methods and practices necessary to perform this job. This experience may be less than experience possessed by the incumbent, as it refers only to the minimum level required on the first day of work.

Check the box that best captures the typical number of year of experience, in addition to the necessary education level, required to perform the responsibilities of the position and, in the space provided, describe the type of experience. Include any experience that is part of a certification process, but only if the work experience or on-the-job training occurs after the conclusion of the educational course or program.

□ Less than one (1) year
□ Minimum of one (1) year
R Minimum of two (2) years / The incumbent must have a minimum of two years of practical experience with an integrated financial information system utilizing the general ledger, accounts payable and purchasing modules.
The incumbent must have a minimum of three years of practical experience with accounts payable, cash management, cash receipts and purchasing practices and procedures.
□ Minimum of three (3) years
□ Minimum of five (5) years
□ Minimum of eight (8) years


3. Analysis and Problem Solving

This section relates to the application of analysis and judgement within the scope of the position.

The following charts help to define the level of complexity involved in the analysis or identification of situations, information or problems, the steps taken to develop options, solutions or other actions and the judgement required to do so.

Please provide up to three (3) examples of analysis and problem solving that are regular and recurring and, if present in the position, up to two (2) examples that occur occasionally:

#1 regular & recurring
Key issue or problem encountered. / Vendor has not received payment for invoice(s).
How is it identified? / Vendor calls or statements with outstanding invoices received.
Is further investigation required to define the situation and/or problem? If so, describe. / Incumbent checks online and in physical files to locate the payment’s location in the processing queue. Tracking can be complicated when multiple cheque batch files have to be investigated. Locating the payment if it has been miscoded or has been allocated to a series of general ledger account further complicates the search. The incumbent must have knowledge of the general ledger account code system to determine where the payment may have been coded. Codes may need to be confirmed, and the purchase order system investigated. The incumbent may search through other payments to the vendor in question to assist in the search process.
If payment is found, the incumbent contacts the vendor and communicates all of the required information for the vendor to be able to track the payment to their records. For example, date of payment and cheque number.
If payment is missing, the incumbent identifies who incurred the expenses internally and asks them to submit the invoice urgently to Accounts Payable for prompt payment. The incumbent would then notify the vendor of the pending payment including the timeframe.
Explain the analysis used to determine a solution(s) for the situation and/or problem. / If problems have been identified with payment, incumbent seeks clarification from staff member receiving service/vendor as appropriate.
Advises the budget holder to refer to Finance policies and procedures to ensure they are aware of proper process for purchasing. Purchase Order should have been requested in advance. Incumbent will notify budget holder to inform their staff of this policy.
Once ordered materials are received, staff should promptly submit the enclosed invoice from prompt payment. Once the cause of the problem has been identified, expedites processing of payment in the usual manner.
What sources are available to assist the incumbent finding solution(s)? (eg. past practices, established standards or guidelines). / Finance department policies and procedures.
Past practices.
Experience/knowledge in purchasing and accounts payable.
Board of Governors policies.
#2 regular & recurring
Key issue or problem encountered / Cash receipts forms that are received for inputting and deposit, are out-of-balance. This is a result of either missing monies or is missing information to proceed with the cash receipt posting.
How is it identified? / When the cash receipt is entered on the MIS system the deposit cannot be posted, or the cash received is not equal to deposit sheet or cheques are missing the deposit stamp that identifies the source department.
Is further investigation required to define the situation and/or problem? If so, describe. / Incumbent reviews data for errors. If data is verified and system won’t reconcile, contacts relevant staff members to confirm the situation and cause of the problem. Must call responsible person or budget holder to rectify error (provide correct code or submit difference in monies or adjust cash receipt accordingly).
Explain the analysis used to determine a solution(s) for the situation and/or problem. / Incumbent ensures that the responsible person or budget holder rectifies the error (provide correct code or submit difference in monies or adjust cash receipt accordingly).
Then adjusts records and confirms that they balance.
Follows up with peers to ensure they are familiar with budget codes and that they are used correctly.
What sources are available to assist the incumbent finding solution(s)? (eg. past practices, established standards or guidelines). / Finance department policies and procedures.
Past practices.
Experience/knowledge in cash receipts and deposits.
College policies.
#3 regular & recurring
Key issue or problem encountered / Purchase order requests are not submitted, are done incorrectly or budget code has no funds available.
How is it identified? / When inputting request for Purchase Order, system will reject code if incorrect. If over budget, the FMS screen flashes indicating there are insufficient funds for the purchase.
If purchase order is not utilized, it is identified when the incumbent receives the invoice from the vendor and there is no purchase order to match it to.
Is further investigation required to define the situation and/or problem? If so, describe. / Must contact budget holder to get proper code or if they are over-budget, must confer with General Accounting Clerk. It is important that the incumbent catch errors early in the process to avoid complications to other processes later on. Requires sound knowledge of accounting practices, codes and accounts relating to purchase orders.
Explain the analysis used to determine a solution(s) for the situation and/or problem. / Budget holders should be familiar with and adhere to the Board of Governors policies and Finance Department policies and procedures.
What sources are available to assist the incumbent finding solution(s)? (eg. past practices, established standards or guidelines). / Board of Governors policies.
Past practices.
Experience in accounts payable and purchasing.
#1 occasional (if none, please strike out this section)
Key issue or problem encountered / Purchase order requisition form does not comply with the Board of Governors policies by either having no quotes or the incorrect number of quotes attached or do not have the proper levels of authorized signatures.
How is it identified? / Purchase order requests and knowledge of Board of Governors policies.
Is further investigation required to define the situation and/or problem? If so, describe. / Incumbent must verify the quotes received and check for overlooked information. Approach budget holder and inform them that until the proper number of quotes is submitted, the purchase order will not be processed.
Explain the analysis used to determine a solution(s) for the situation and/or problem. / Approach budget holder and inform them that until the proper number of quotes is submitted, the purchase order will not be processed. Budget holders should be familiar with and adhere to the Board of Governors policies. If there are extenuating circumstances, gather details and obtain Supervisor approval to proceed.
What sources are available to assist the incumbent finding solution(s)? (eg. past practices, established standards or guidelines). / Board of Governors policies.
Past practices.
Finance department policies and procedures.
#2 occasional (if none, please strike out this section)
Key issue or problem encountered / Request for Cheque is missing required third party (external source) back-up documentation.
How is it identified? / When request is received, no back-up is attached.
Is further investigation required to define the situation and/or problem? If so, describe. / Must approach manager or staff for back-up documentation.
Explain the analysis used to determine a solution(s) for the situation and/or problem. / Managers and staff should be aware of policies and follow the procedures that are in place. New hires should be trained accordingly on all Board of Governors and College policies.
What sources are available to assist the incumbent finding solution(s)? (eg. past practices, established standards or guidelines). / College policies.
Past practices.
Finance Department policies and procedures.

4. Planning/Coordinating

Planning is a proactive activity as the incumbent must develop in advance a method of acting or proceeding, while coordinating can be more reactive in nature. Projects, work plans & teams are all part of Planning and Coordinating.

Using the following charts, provide up to three (3) examples of planning and/or coordinating that are regular and recurring and, if present in the position, up to two (2) examples that occur occasionally: