Duties and Responsibilities s7

Job title Cashier / Finance Clerk

Reports to Manager of Revenue

Next Level Manager Director of Finance

Job Summary The Cashier / Finance Clerk is a member of the finance team and is responsible to provide assistance and relief (daily breaks, vacation and sick leave coverage) for the Cashier/Receptionist position. Responsibilities include but not limited to: main switchboard; providing customer service at the Front Desk; processing outgoing and incoming mail; balancing daily cash; updating customer account information; and filing. Other responsibilities of Cashier / Finance Clerk include, uploading and processing daily receivable link payments; mortgage company billings and remittances; web maintenance for Finance Departments and provide assistance with receivables portfolio. This is a permanent, full-time position. Duties and Responsibilities Main Switchboard  Answer and direct incoming calls. Provide Customer Service at the Front Desk  Process and prepare payment receipts for revenue received  Assist customers and answer questions relating to the municipality or refer customer to proper authority  Complete tax exemption forms, senior rebate forms, water connection/disconnection forms. Issue sewer applications and building permit applications  Coordinate the delivery and receipt of tenders  Issue dog tags and record contact information Process Outgoing and Incoming Mail  Ensure proper amount of postage is metered on outgoing mail, for the Finance Department, and is delivered to Canada Post  Prepare Xpress-post packages as required  Sort and distribute incoming mail to appropriate person or department Balance Daily Cash  Ensure that all cash payments for the day have been entered  Balance the cash with the daily cash reports printed from SAP for each company code  Complete deposit slips, compile daily cash reports and give to Receivables Coordinator to sign off Update Customer Account Information and Other Duties  Update name, address and any other account information changes as per edits when required  Locate current addresses for returned bills  Filing  Prepare tax certificates  Generate and issue miscellaneous receivable invoices  Assist with sorting and mail preparation for quarterly sewer/tax statements  Prepare and mail statements for non-payment of miscellaneous receivable invoices on a monthly basis (contact customers when required)  Update, maintain, and record tax exemption information  Assist with the tax sale proceedings  Assist the Manager of Revenue with related duties as assigned

of 3 Job Description – Cashier / Finance Clerk Assist with Receivables Portfolio  Mortgage Company Billings & Remittances – Maintain and update mortgage company client information including but not limited to preparation and mail outs of current listings to mortgage companies for payment of their clients’ property taxes & prepare and mail invoices to mortgage companies regarding charges pertaining to mortgage listings  Uploading and journalizing daily receivable link payments  Assist with Tax Adjustments  Assist with maintaining dunning codes (preliminary tax sale notices; formal notices, statements, etc.)  Assist with tax sale documents & forms (certificates of sale, maps, hand out sheets, front counter sheets, update advertisement, prepare results sheet, etc.)  Assist with collections as time permits – contact delinquent taxpayers for payment arrangements  Enter low income tax exemption data  Prepare and mail tax/sewer statements on a quarterly basis  Data entry in SAP – updating rates, linking water accounts, address cleanup  Assist with quarterly water billing preparation– sorting, mailing, etc. Other  Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of municipal finance, including additional education and training as required and/or approved by the Director of Finance.  Web maintenance for Finance Department  Getting quotes for Finance Advertisements  Update finance work plan as required  Other such reasonably related duties as may be assigned by the Manager of Revenue Qualifications Experience and Training  Completion of a minimum of 2 year certificate program in business administration or accounting, or 3-5 years working in a fast paced customer service environment with a strong emphasis on accounts receivables/accounting background.  Experience with processing high volume transactions  Exceptional Customer Service abilities, ability to cope with stressful situations  Experience with cash balancing (large volumes)  Mid-Advanced level of proficiency in Microsoft Office environment  Experience in municipal government and taxation would be an asset  Experience in SAP would be an asset  Certificate in Municipal Administration is an asset  First Aid (may be provided by employer)  WHMIS 2015  Safety Orientation (provided by employer) Knowledge The incumbent must have knowledge in the following areas:  GAAP (generally accepted accounting principles).  Principles and practices of financial records keeping Ability The incumbent must have the ability to:  Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

of 3 Job Description – Cashier / Finance Clerk

 Ensure adherence to generally accepted accounting principles.  Prepare clear and concise administrative and financial reports.  Communicate clearly and concisely, both orally and in writing.  Establish and maintain effective working relationships with those contacted in the course of work. Working conditions This employee must:  Be physically and emotionally able to cope with stresses and responsibilities associated with the position  Report to work from 8:30 to 4:30 unless otherwise directed by the Manager of Revenue  Be able to multi-task.  Have and maintain a valid Nova Scotia Class 5 driver’s license and use of a reliable vehicle.  Sign a confidentiality agreement. Physical requirements This position works in an office environment. Competencies Values Diversity -Valuing Diversity is the ability to understand and respect the practices, customs and values of other individuals and cultures. Diversity is beneficial to the organization and community. It applies the ability to work effectively with a wide cross-section of the community representing diverse backgrounds, cultures and socio-economic circumstances, and divergent goals. Communication - Communication is effective, timely, and relevant exchange of information that is respectful of the diversity of people, and the geography and working environments of our employees. It includes receiving information, listening, understanding and responding openly and effectively in interactions with others. It also implies this information is processed into actions. Citizen Services - Implies a desire to help or serve others in a courteous and respectful manner and with the goal of meeting their needs. It means focusing one’s efforts on discovering, meeting and balancing the needs of citizens, residents, elected officials, internal colleagues, or anyone that the person is trying to help. This involves recognizing that municipal employees are providing services and information to those who have rights and obligations (taxpayers and residents). Achievement Motivation - Focuses efforts on working well and / or competing against a standard of excellence while achieving high quality results Work Safety - Employees have a responsibility to take all reasonable and necessary precautions to ensure their health and safety and that of anyone else who may be affected by their work or activities. This includes adhering to safe practices and standard operating procedures established to reduce risks. Failure to do so is grounds for disciplinary action in accordance with the County’s policies regarding managing unsatisfactory performance. Duty of Loyalty - As a representative of the County of Annapolis, every employee has a legal obligation to avoid acting in a manner that’s contrary to the County’s interests. This includes refraining from public criticism of the County’s practices or personnel, as well an obligation to maintain confidentiality. Failure to do so is grounds for disciplinary action in accordance with the County’s policies regarding managing unsatisfactory performance.

Direct reports None