Customer Service/Receivables Clerk

Customer Service/Receivables Clerk

PURPOSE OF POSITION:
• Assist the CFO/Treasurer in fulfilling statutory duties.
• Assist the CAO/Clerk in fulfilling statutory duties.
• Assist in the administration and operation of the Municipal office.
• Administer special projects at the direction of the CAO/Clerk.

SCOPE OF POSITION:
• Work in accordance with the accounting and administrative policies and practices in the Municipality and according to the provisions of the Municipal Act, the Municipal Affairs Act and other Acts of Legislature.
• Organize work and discuss priorities with the CFO/Treasurer.

RESPONSIBILITIES:
• Assist the CFO/Treasurer in statutory duties.
• Act as Assistant to the CAO/Clerk.
• Act as office receptionist, handling and directing incoming public inquiries.

WORKING CONDITIONS:
• Usual public office conditions. Work is subject to hectic peak periods and deadlines.
• Usual hours of work are 8:30 a.m. to 4:30 p.m. (1-hour lunch) for days worked.

WORKING RELATIONSHIPS:
• With CFO/Treasurer – Receive guidance and instruction in routine tasks.
• With CAO/Clerk – Receive guidance, instruction, and assignment of non-routine tasks.
• With Municipal Staff – Usual cooperation and courtesy.
• With the Public – Provide information; collect taxes, fines and fees; issue various permits and maintain a tactful relationship.

KNOWLEDGE AND SKILL:
• Good filing and clerical skills, organizational skills.
• Responsible working experience in public office.
• Good public relation skills and ability to exercise diplomacy.

IMPACT OF ERROR:
• Clerical and accounting errors would require additional time to trace and correct.
• Providing inaccurate information to the public would result in confusion, public annoyance, and potential serious problems.

CONTROL:
• General supervision from CFO/Treasurer.

CUSTOMER SERVICE:
• Primary – telephone answering.
• Primary – Public Contact at front desk.

TAXATION AND WATER/SEWER:
• Assist with sorting all tax bills in preparation for mailing.
• Receive all tax and water/sewer payments at the front counter and by telephone.
• Explain tax bills to ratepayers and attempt to deal with complaints.
• Prepare necessary tax and water/sewer information as requested by ratepayers.

ACCOUNTS RECEIVABLE:
• Set up AR invoicing in Asyst AR module when receivable is recognized.
• Receive all accounts receivable payments at the front counter and by telephone.
• Record AR payments in Asyst, and process bank deposits for all cash and cheques AR.

MISCELLANEOUS:
• Set up job interviews.
• Sell dog tags at front desk.
• Sell garbage bag tags at front desk.
• Loan out keys to contractors and invoice regularly.
• Prepare any miscellaneous reports required by the clerk.
• Maintain municipal records system.
• Make travel arrangements for council and some staff, as necessary.
• Understand Safe Drinking Water Act and its application to municipal buildings.
• Order office supplies.
• Prepare and distribute the annual municipal newsletter.
• File office paperwork.

OTHER DUTIES AS ASSIGNED:

To apply, submit a resume and cover letter attached as a single .pdf by email to Denise Deforge, the CAO/Clerk at: ddeforge@centralmanitoulin.ca