COUNTY OF GRANDE PRAIRIE
JOB DESCRIPTION
JOB TITLE:
Accounts Clerk I
CURRENT CLASSIFICATION/GRID
AD Grid Level 4(b)
NOC CODE: 1431
STANDARD HOURS: 35 hours/week (non-management)
JOB TITLE OF
IMMEDIATE SUPERVISOR
SUPERVISOR’S CLASS/GRID
Accounting Supervisor
AD Grid Level 6(k)
DIVISION
Corporate Services
DEPARTMENT
Financial Services
POSITION #
#3
POSITION #
#320
LOCATION
Main Administration Building
PROGRAM FUNCTION:
The Corporate Services division is responsible for financial, legislative, assessment, information
systems, procurement and risk management/insurance functions and support for the
organization.
The Financial Services department provides financial stewardship and management services for
the County, including financial support to all departments in the areas of budgeting and
financial.
Services provided include:
 centralized accounting services, including accounts payable, accounts receivable,
utilities, collections, interim financial reporting, payroll and benefits and property
taxation.
 administrative customer service including cash receipting and reception
 technical services for financial systems including online web services, database
management and integration, upgrades, support and training on systems and
equipment, and disaster recovery
 financial services including financial analysis, cost recovery calculations, management
of cash and investment portfolios, annual and interim financial reporting, capital asset
accounting and reporting, operating and capital budgets, long range financial planning,
reserves and debt management, financial policy, grant application and reporting, and
other financial management, information and advice
 liaison with the public and property owners regarding taxation, water and sewer
accounts, accounts receivable and payable, local improvements, budget and financial
information, and other services
Reviewed Date: July 2015
PURPOSE OF JOB:
Responsible for processing computerized accounts payable and/or accounts receivable and
related records maintenance; analyzing and reconciling accounts, and performing a variety of
supporting accounting duties.
Job Duties and Tasks:
Accounts Payable:
1. Oversee audit stamping, distributing and appropriate approvals of invoices and
statements received on a daily basis.
2. Assist departments with Purchase Orders and periodic review of outstanding with
various departments.
3. Verify accuracy of computations and approval; vendor numbers; batch for posting;
balancing of batches in preparation for computer processing. Ensure all payables are
supported by adequate back-up documents and copies of invoices are distributed as
required (ie. Insurance, capital fixed assets, rebilling). Recognize and investigate
irregularities and discrepancies on invoices.
4. Verify accuracy of GL expense and project, equipment, inventory and work order costing
codes.
5. Receive cheques, EFT reports, and vouchers from computer processing, prepare
payments for distribution and oversee filing of all permanent records.
6. Obtain Workers Compensation Board supplier clearance letters as required and
maintain register of non-covered suppliers.
7. Reconcile vendors regarding their invoices and reconcile any discrepancies in their
statements.
8. Reconcile GL accounts payable accounts monthly.
9. Keep accounts payable manuals current and relay changes to departments.
Accounts Receivable:
10. Upload, reconcile & invoice safety codes permits via CityView and process cash receipt
batches for online safety code permit applications
11. General Accounts Receivable invoicing and Fire rescue invoicing
12. Take payments over the phone; Provide backup coverage for all online payments
13. Liaise with the landfill/customers over tickets
14. Assist Planning Clerks & other departments on queries
15. Upload, reconcile and invoice Clairmont Landfill billing from Paradigm
16. Process and distribute the Regional Landfill bills
17. Monthly billing of Animal Control, Assessment Services & Special Constable Services to
neighbouring municipalities
18. Monthly upload and reconciliation of all Home Care billing
19. Prepare the salary invoice for the Grande Prairie Ag society
20. Collections & monthly ageing report
21. Monthly reconciliation of Accounts Receivable from CityView
22. Monthly reconciliation of safety codes fees submitted to safety codes council
23. Balance and invoice water & sewer bills on a bi-monthly basis
24. Calculation and administration of Penalties on all Utility accounts
25. Work order processing and balancing
26. Process the bank files for customers on the autopay program
Reviewed Date: July 2015
27. Transfer unpaid Utility bills to the tax roll on an annual basis or when a tax certificate is
pulled
28. Calculate and distribute invoices for Oil well Drilling in the County of Grande Prairie
29. Complete mobile home tax collection
General Duties:
30. Support as required for front office and accounting staff for telephone and front counter
inquiries and cash receipting.
31. Other accounting support and/or finance projects duties as assigned.
Reviewed Date: July 2015
JOB DESCRIPTION CERTIFICATION:
I have read this job description:
___________________________
Incumbent’s Signature
________________________
Name (print)
____________
Date
This job description is an accurate statement of the position’s assigned duties, responsibilities,
and reporting relationships, as indicated in the preceding organization chart, effective _______.
___________________________
Supervisor’s Signature
___________________________
Name (print)
__________
Date
This Job Description is in the appropriate format and contains sufficient data for its evaluation in
the County Job Evaluation Plan:
___________________________
HR Manager’s Signature
Attachment: Organization Chart
Reviewed Date: July 2015
____________________________ ___________
Name (print)
Date
QUALIFICATIONS STATEMENT
Education and Experience:
 Business or Accounting Diploma and two years related experience, or an equivalent
combination of education and experience.
Skills and Abilities:
 Ability to ensure all work related information is kept confidential as per policy and in
accordance with Freedom of Information and Protection of Privacy Act.
 Ability to comply with records management practices as stated in the Records
Management Policy.
 Ability to communicate tactfully, clearly, and effectively; and exercise mature judgement
to deal effectively with staff.
 Knowledge of accepted accounting rules, practices, tax laws, and reporting requirements
 Customer focused
 Quality Orientation
 Problem-solving abilities
 Computer literate, including effective working skills of MS Word, Excel and e-mail
 Ability to adapt to and learn new software
 Able to work efficiently as a part of a team as well as independently
 High level of critical and logical thinking, analysis, and/or reasoning to identify underlying
principles, reasons, or facts
 Able to work well under pressure and meet set deadlines
 Good organizational, time management and prioritizing skills
 Ability to interpret and implement company policies and procedures
 Attention to detail in all areas of work
 High level of personal integrity and a strong work ethic
 Self starter
 Manual dexterity required to use desktop computer and peripherals
 Ability to work some overtime as required
 Ability to lift or move up to 10lbs
Training Matrix:
Preferred:
 Defensive Driving
 First Aid including AED
 Leadership for Safety Excellence (4 modules- Supervisor’s Role, Hazard
Assessment Inspections, Investigations).
Required:
 Hazard Identification, Assessment & Control
 Musculoskeletal Injury Prevention: Office Environment
 Workplace Violence Prevention
Reviewed Date: July 2015