Financial Operational Administrator (Term)

Position Summary

In an environment that supports continuous improvement in the Financial Analysis & Support Branch of the Finance Department, the employees in these positions, working with computerized financial/payroll/attendance systems, will be responsible to carry out a variety of accounting, payroll and time/attendance functions related to the timely capture, verification and input of data related to labour, materials, equipment and other costs on behalf of the operation of an assigned department(s). While initial assignment will be to support a specific department, these employees will be required to assist and/or relieve staff in other assigned departments and must be prepared to become familiar with all functional aspects of the position as it relates to other departments.

Key Duties & Responsibilities

• Verifies the accuracy of transactions generated related to labour, materials, equipment and other costs initiated by or on behalf of the assigned department(s).
• Performs all duties related to processing, inputting and filing all documents related to labour, materials, equipment and other costs processed on behalf of the assigned department(s).
• Determines/verifies rates of pay for hourly paid employees and prepares information for the time records.
• Maintains attendance information for employees including the recording of attendance and absence transactions for those employees, generating related reports for employees and supervisors, and communicating with employees and supervisors as required regarding this information.
• Acts as a resource person for the assigned department(s) regarding attendance information, completion of documents and related accounting information.
• Compiles and generates statements and reports as required by assigned department(s) including interpretation and understanding of the information.
• Follows up on any inquiries regarding work order information and makes adjustments and corrections as required.
• Runs reports showing distribution of material costs, labour hours and equipment usage and costs.
• Work with client department(s) in setting up and interpreting varying work schedules for employees.
• Coordinates the distribution of attendance summaries
• Maintains employee records in the maintenance management and time and attendance systems.
• Performs related work as required.

Key Qualifications

• Grade 12 supplemented by post-secondary courses in introductory accounting/payroll and courses in typing, data entry, windows based computer operating systems, and general office procedures.
• Four (4) or more years of progressively responsible experience in accounting and payroll. Experience in data processing with a typing speed of 50 wpm is also required.
• NOTE: Candidates not possessing the qualifications as stated above may apply and be considered on the basis of their combined education and experience.
• Knowledge of the operation of the department(s) to which assigned.
• Knowledge of labour legislation and union agreements pertaining to employees of the department(s) assigned.
• Knowledge of standard accounting/payroll principles and practices.
• Knowledge of office practices and procedures.
• Knowledge of computers and skill in using software packages such as Windows, Email, Word, Excel, Access, Oracle, M4 VIP and WAM.
• Ability to plan, organize, process and input large volumes of accounting/payroll work in accordance with prescribed procedures in order to provide efficient and effective service.
• Ability to detect obvious errors in time card reports and take necessary corrective action.
• Ability to prepare statements and reports involving utilization of available records.
• Ability to follow oral or written instructions and relay them to other staff as required.
• Ability to establish and maintain effective working relationships with internal and external clients as necessitated by work assignments.
• Ability to communicate effectively both verbally and in writing.
• Ability to work independently and take responsibility for actions.
• Ability to maintain close attention to detail under high volume work situations.
• Ability to work in an environment where time frames are set in order to meet specific deadlines.
• Ability to follow all safety regulations as set out in the Occupational Health and Safety Manual of the City of Regina.