Primary purpose

Through its information work, CCOHS promotes health and safety in the workplace in Canada.

The Finance Group is responsible for the centralized financial, asset and systems management, and the provision of building facilities and support services for CCOHS and external customers.

The Accounts Receivable Clerk is responsible for processing of invoices, interdepartmental settlement notices, statements and maintaining the accounts receivable ledger, collections controlling bank deposits and credit card settlement, and related reconciliations for cash control accounts and sales as required.

Essential Duties and Responsibilities

• Prepares and processes daily bank deposit. This includes application of payments to customer accounts, preparation of exchange calculations and related journal entries. Processes settlement of credit card entries through POS terminal and e-commerce. Verifies application to CCOHS accounts through reconciliation with central banking (PWGSC).
  Prepares month-end accruals, error corrections and cancelled cheques. Assists with working papers for the auditors.
• Prepares and issues invoices to customers ensuring correct coding of accounts. Maintains records of inquiries funding, donations and MMS invoices.
• Prepares monthly statements, contacts customers in the collection of outstanding invoice amounts and responds to customer inquiries.
• Monitors and reconciles various other sources of revenue to ensure complete and timely billings and proper reconciliations. This includes e-commerce, e-learning, re-billable travel, courses, projects and royalties.
• Verifies sub ledger to control accounts, monitors ISN clearing accounts and prepares account analysis as required. This includes reports for the auditors.
• Provides back up for Order Entry Clerk including answering customer calls, entering orders and call logs and shipping.
• Cover switchboard relief for vacation, illness or breaks and provide support as required.
• Other duties, as required, such as: verification of petty cash, back up for issuance of purchase orders, answering telephones, assists with mass mailing, month end close and distribution, and maintaining product and country codes.

Specifications

• Grade 12 education and at least two years experience in accounts receivable.
• Knowledge of basic accounting principles.
• Accuracy in detail.
• Ability to complete complex reconciliations.
• Good word processing skills, using several word processing packages.
• Good communications skills with staff and external contacts.
• Ability to be persistent in collection efforts
• Knowledge of specialized accounting software and spreadsheet programs.
• Strong organizational skills.

Nature and Scope of Position

The position reports to the Chief Financial Officer. The position is part of the Finance group (total: nine employees) and is one of four positions providing financial services for CCOHS (Chief Financial Officer, Accounts Payable Clerk, Accounting Support Officer and Accounts Receivable Clerk). The prime responsibilities are accounts receivable (processing invoices, banking, cash control and collections) and the backup for order entry. This position works closely with the order entry unit/customer service to ensure clients are billed accurately and cash collected. This position also works with Working Group Leaders to ensure contracts are billed and collected on a timely basis.

Know-How

The position requires a thorough understanding and knowledge of CCOHS' products, selling prices and pricing policies, accounting concepts and the ability to collect. This position also must monitor contracts to ensure billings are completed and travel expenses recovered.

The position also requires extensive knowledge of various software such CDFS, Clientele and Platinum. Knowledge of full accrual accounting as well as appropriations based accounting is required to ensure accurate reporting results in the financial statements and general ledger account analysis.

The incumbent deals with clients on an ongoing basis so must be professional in communications and apply judgment in applying collections policies. Communications are via telephone, mail, e-mail and correspondence.

Problem-Solving

The incumbent is required to use judgment in reconciling various accounts, monitoring items that require royalty payments and professional judgment regarding collection of accounts receivable. The impact on client relations and cash flows needs to be taken into consideration for all decision making. Providing others with information concerning their accounts requires identification of issues that require follow-up and judgment as to when it should be dealt with by another department or individual.

Accountability

This position impacts the organization to the extent that invoicing and collections is essential to the cash flow of CCOHS. CCOHS requires a steady cash flow to finance operations. Timely and accurate invoicing, monitoring of accounts and special contracts is important to ensure prompt collection of accounts.

The incumbent is free to act within established policies for collections of accounts and invoicing. Account reconciliations requires interactions with clients to resolve complex problems. The Finance and revenue generating departments are most impacted by this position. Cash flows, financial statement accuracy and client relations are the areas that are impacted by decisions made.

Working Conditions

Physical Effort: intermittent keyboarding every day;
some time spent monthly on hand-writing month-end journals.

Physical Environment: general office environment with intermittent keyboarding up to five hours per day.

Sensory Attention: concentration is needed for data entry to meet month end deadlines; visual attention is required to detail/numbers. There is constant proofreading of numerical data to ensure accuracy.

Mental Stress: there are many deadlines to meet and there is a need to juggle priorities; there are occasional irate clients when during collection calls and answering customer inquiries. There are complex reconciliations required involving concentration.

Salary

Within the range of $43,664 to $51,370 per annum (CCOHS 05).

To apply

Interested applicants are asked to submit their resume, quoting File Ref No FI-10 CCOHS by Friday, February 3, 2012 at 5:00 pm to:

Lynn Walker
Human Resources and Compensation Specialist
CCOHS
135 Hunter Street East
Hamilton, Ontario L8N 1M5
Fax 905-572-4419
Email: jobs@ccohs.ca