Nature and Scope:
A member of the Accounting team providing accounting support to the functional core service areas across southwestern Ontario, the Bookkeeper is responsible for providing financial, administrative and clerical services. Processing and monitoring payments and expenditures and providing these services in an effective and efficient manner to ensure that association finances are accurate and up to date. This includes the protection and collection of overdue accounts while maintaining good customer relationships. In performing the duties of this position, the employee has contact with outside customers and sales personnel.
Hours of work are typically Monday to Friday 8:00a.m. to 4:30 p.m. 8 hours per day 40 hours per week subject to change based on operational requirements. Evenings, weekends and holiday may be required to meet month-end and year-end accounting deadlines.
1. Full-cycle AR processing including creating invoices, applying payments, balancing & documentation of cash outs, preparation of bank deposits, deliver deposits to the bank daily or as needed, creation and auditing of electronic payment files, and follow up on returned items. Accurate, thorough and timely processing following proper AR procedures. Follow up on AR aging and returned item reports, including marking unpaid items, calling and writing to customers regarding past due receivables and working with collection agency.
2. Full-cycle AP processing including recording all invoices, ensuring appropriate coding, verification of information and approvals, and making payments. Accurate, thorough and timely processing following proper AP procedures. Payment processing through cheques, electronic payments, and wire transfers in the appropriate currency and from the correct bank account.
3. Respond to customer/vendor calls and visits regarding withdrawals from their accounts, and past due invoices. Reconcile vendor statements and resolve account differences with vendors review and issue refunds.
4. Work with operations personnel regarding registrations and payment documentation, cash out issues, cash handling procedures and accounts payable invoices.
5. Prepare and post approved journal entries related to Accounts Receivable/Payable.
6. Monitor cash flow and notify Supervisor of potential cash shortage.
7. Maintain and improve logical, efficient, and professional record keeping systems.
8. Monitor workflow for consistent application of Association policies and procedures.
9. Other related accounting duties up to and including assisting with the monthly/annual financial closing and statement production.
10. Prepare credit applications and set up new vendors in system. Track all petty cash accounts, ensuring timely reporting and conducting periodic balance checks.
11. Administer travel expense claims, YMCA credit cards and procurement cards.
12. Track and analyze expenses such as utilities and travel.
13. Model appropriate behaviours toward staff, volunteers and members in line with the YMCA Mission and Vision statement; act proactively to develop positive relationships with members, participants, peers and volunteers.
14. Maintain current job documentation and conduct regular training sessions with backup personnel to ensure job continuity.
15. Actively maintain personal work space and equipment ensuring a neat, clean, safe environment and equipment at all times; complete incident report forms when necessary.
16. Present a professional appearance at all times; adhering to the YMCA dress code policy, including a visible nametag and an engaging smile.
17. Ensure children’s safety at all times following YMCA Child Guidance/Abuse and Serious Occurrence policies.
18. Adhere to accepted safety practices and procedures in the use of all equipment and in all activities; check for health and safety hazards when on duty; assist in the safety and security of members/participants.
19. Strive to stay informed and up to date on all YMCA programs and services.
20. Solve member/vendor concerns in a customer oriented manner.
21. Communicate with Supervisor problems or concerns in a timely manner.
22. Maintain strict confidentiality and discretion on all private matters pertaining to members, staff and volunteers acquired through regular course of employment.
23. Ensure compliance with legislative requirement and applicable industry standards for Occupational Health & Safety, Human Rights Act, Accessibility Ontario Disability Act and Employment Standards.
24. Actively support the Association’s Philanthropic efforts and provide feedback where necessary.
25. Maintain qualifications as required by this position.
26. Participate in all staff meetings and training.
- College diploma in Accounting, or combination of related education and experience.
- 1 – 3 years of accounts receivable work experience; previous collections experience an asset.
- Experience with a recognized Accounting software package, including exporting data for analysis. High proficiency in Microsoft Excel and good proficiency in Microsoft Word. Experience in scanning and electronic document maintenance.
- Excellent oral and written communication skills; Interpersonal skills and customer service orientation.
- High level of attention to detail and accuracy while meeting deadlines; well-developed administration and organizational skills.
- Valid driver’s license and access to own transportation to travel within Sarnia.
- Current satisfactory Criminal Record Check – vulnerable sector
- Outgoing, inclusive and welcoming in nature; resourceful, flexible, motivated and energetic.
- Current Standard First Aid and CPR-C; Current Satisfactory Criminal Record Check – vulnerable sector
- Must be at least 16 years of age
Core competencies are characteristics that every member of the YMCAs across Southwestern Ontario is expected to possess, regardless of position, function, job or level of responsibility. These contribute to the effectiveness, or uniqueness of our Association.
- Commitment to the Organization Vision and Values – Demonstrates and promotes a personal understanding of and appreciation for the mission, vision, strategic outcomes and values of the YMCA.
- Concern of Health and Safety – Acknowledges and understands how to manage and educate others of risk and harm reduction.
- Diversity – Appreciates that people with different opinions, backgrounds and characteristics bring richness to the YMCA.
- Integrity – Demonstrates responsible behaviour at all times and maintains ethical standards.
- Philanthropy – Demonstrates a personal responsibility for the YMCA as a charity.
- Relationship Building and Collaboration – Builds positive interactions both internally and externally to achieve work related goals.
Finally, are job specific competencies that apply to a single job within the Association.
- Attention to Detail and Organization - Accurate and organized in dealing with accounting records.
- Problem Solving: Identifies an issue, gathers and processes relevant information, coming up with possible solutions, selecting appropriate responses, and implementing them.
- Teamwork - Participates actively in a team for organizational effectiveness.
- Communication - Communicates in a thorough, clear and timely manner and supports information sharing and goal achievement across the Association.
- Tolerance for Ambiguity - Functions effectively in situations of less than perfect or incomplete information.
The YMCA is an equal opportunity employer servicing our diverse communities. Although we appreciate all applications, only those selected for an interview will be contacted. The successful candidate will be required to supply a current vulnerable sector police check before work can commence. This document is available in an alternative format upon request to accommodate individuals with a disability.
If you are interested in this position please submit a letter of application and résumé, by September 8, 2012 to:
YMCAs across Southwestern Ontario
1015 Finch Drive
Sarnia, ON N7S 6G5