Accounts Receivable/Receptionist

at  Township of DawnEuphemia

APPLICATIONS WILL BE ACCEPTED UNTIL FEBRUARY 17, 2025 AT 4PM

Summary: Reporting to the Administrator-Clerk and Treasurer, this position will provide telephone and front office reception, water billing, serves as cashier and provides clerical support to the Administration Departments. Processes payments and issues receipts for municipal taxes, water bills, dog licenses, permits and other related payments, reconciles cash, prepares deposits, and post transactions. The Township offers a competitive salary, pension and benefit package.

QUALIFICATIONS

· Minimum 2-yr post-secondary diploma in office administration or equivalent combination of education and experience in clerical/office functions.
· Municipal experience is an asset.
· Knowledge and experience in general office procedures and software including Microsoft Office and database management.
· Strong organizational and time-management skills; ability to effectively interact with the public in a professional manner; strong interpersonal, communication and problem-solving skills, both verbal and written; work with minimal supervision.

9. KNOWLEDGE AND SKILL

9.1 Minimum two (2) year post-secondary diploma in office administration or equivalent combination of education and experience to obtain a general knowledge in clerical/office functions. Municipal experience is an asset.
9.2 Knowledge of general office practices and procedures and associated software including Microsoft Office (Word, Excel, Outlook) and database management.
9.3 Strong organizational and time-management skills; ability to effectively interact with the public in a professional manner; strong interpersonal and communication skills, both verbal and written; work with minimal supervision.

10. PHYSICAL SKILL AND EFFORT

Some minor manual labor required in relation to moving, lifting weights (up to 20 lbs) and restocking supplies. Frequent periods of short duration of concentration with many disruptions. Visual and mental concentration with respect to visual display terminal. The coordination of fine motor skills is required when operating normal office equipment (computer, calculator, photocopier, shredder, telephone, fax etc).

3. RESPONSIBILITIES

3.1 Provides reception duties for the Township by greeting office visitors and responding to general telephone inquiries, relaying messages, routing calls and inquiries to appropriate staff. Responds, records and tracks public complaints regarding municipal services as per the complaint policy.
3.2 Processes payments and issues receipts for municipal taxes, water bills, dog licenses, permits and other related payments due to the Township over the counter or by mail, as required.
3.3 Reconciles cash register and prepares deposit for delivery to bank. Posts transactions using the appropriate computer software.
3.4 Maintains assessment roll for periodic changes to ownership, mortgage information, mailing addresses and other related information.
3.5 Provides administrative and clerical support to all departments as required, such as preparing letters, documents, communications, reports and correspondence including newsletters, brochures and promotional materials; mailing forms, recording information and other related information.
3.6 Assists the Treasurer in the preparation, processing and mailing of tile loan billings, NSF cheques, tax bills, water bills and water arrears notices in accordance with the bylaws and established procedures. Ensures penalty and interest is added to water accounts; prepares and distributes documentation associated with non-payment of water accounts.
3.7 Generates new customer accounts for water billing and maintains up-to-date information on same. Tracks operational problems related to water meters or remote readers.
3.8 Processes all incoming/outgoing mail and distributes to the appropriate department. Processes items delivered or picked up by couriers.
3.9 Responsible for maintenance of files and materials in relation to the Township Records Retention By-Law.
3.10 Responsible for the administration and issuance of dog licenses, payment and maintenance of accurate records.
3.11 Responsible for water service administration including the sale of water meters and water tokens, arranging for the reading of water meters, printing and mailing water bills and ensuring collection of water fees subject to Township policy.
3.12 Books travel arrangements for Council and staff, including preparing and submitting registrations and booking accommodations
3.13 Processes burn notices for the Fire Department and notifies appropriate parties; provides clerical support to the Fire Chief as needed.
3.14 Processes payments and reservations; coordinates bookings with the Caretaker/Park Attendant for rental of the Community Centre, Shetland Campground and Fire Hall.
3.15 Receives, tracks and responds to excavation locate requests via ON1Call.
3.16 Processes Building/Demolition/Moving Permit applications.
3.17 Manages and schedules municipal functions and special events such as Rabies Clinic, Remembrance Day, Special Cleanup Days, E-Waste and service award presentations for public, staff, council and committee members.
3.18 Maintains the office supplies inventory.
3.19 Responsible for daily back up tapes from the Township computer system.
3.20 Inputs messages on the Municipal electronic sign and associated notice boards.
3.21 Undertakes other job-related duties as assigned.

4. HEALTH & SAFETY RESPONSIBILITIES

4.1 Be familiar with and work in compliance with the provisions of the Occupational Health and Safety Act (OHSA) and Regulations, and the Township’s Health and Safety Policies and Procedures.
4.2 Take every possible precaution to protect themselves and co-workers from health and safety hazards and unsafe situations. Work in a safe manner with protective devices, measures and procedures, as required by the OHSA and Regulations, and the Township’s Health and Safety Policies and Procedures.
4.3 Ensure work is being carried out with sound judgment and in a safe manner and report unsafe acts, conditions, workplace accidents/incidents, occupational injury or illness, contravention of the Act or regulations, or any hazards they are aware of, to the Administrator-Clerk.