Please Note

This is a 1-year contract position with the potential for long-term growth and an opportunity to transition to a permanent role."

Job Summary

Reporting to the Manager, Building and Business Services, the Financial Administrator will be responsible for the day-to-day financial administration and reporting of the Planning & Building department. This includes the processing and administration of accounts receivable, accounts payable and the collection of fees and securities in an effective internal control environment.

Duties and Responsibilities

•    Review, verify and reconcile daily transactions through multiple integrated systems (MAX, SAP, GlobalPayment, ePlans) via secure GlobalPayment portal. 
•    Coordinate, collect and process electronic funds transfer (EFT) fee payments and securities
•    Calculate, authorize and process eligible refunds in accordance with applicable legislation and policies and coordinate payments as required.
•    Prepare, reconcile and post weekly revenue in SAP for Manager’s approval
•    Implement, organize and control departmental financial functions in accordance with established policies, procedures and recognized professional accounting practices, as well as improve the efficiency and effectiveness of service.
•    Prepare and process vendor invoices and associated payments
•    Monitor operating budget and accounts for anomalies and coordinate corrections as necessary.  Oversee and ensure appropriate accounts are being utilized for operating expenditures in accordance with internal controls and policies
•    Support audits, including acting as a direct liaison with Finance and Internal Audit, preparing account analysis and reporting, and preparing and submitting supporting documentation.
•    Maintains inventory of divisional office supplies and protective equipment and anticipates supply needs; ensures prompt ordering and receipt of supplies.
•    Prepare and post internal journal entries, such as internal charges for related services.  This includes verifying the nature of the transaction, verifying the accuracy of the accounting, and verifying the category of expense/revenue.
•    Support P&B Services staff by preparing and providing procedures and training as they relate to financial and permit administration.
•    Participate in implementation projects within Planning and Building as well as the rest of the organization as required
•    Perform tasks as assigned by the manager for the general operation of the section.
•    Prepare and coordinate conditional permit agreements on behalf of the Chief Building Official.  Maintain and update building related agreement templates to ensure relevancy and accuracy.  Assist with the preparation of corporate reports as necessary.
•    Coordinate legislative amendments to Building By-law and associated Fee Schedules with Legal staff.
•    Support legislated departmental Fees & Charges Review and coordinate necessary by-law amendments/updates
•    Completes and publishes monthly and quarterly financial reports; ensuring financial results are produced accurately and in a timely manner.
•    Support and lead government reporting submissions as required by the Provincial and Federal governments (e.g. annual Provincial Financial Information Returns (FIR), quarterly Statistics Canada surveys) on behalf of the Planning & Building department.
•    Prepare and publish monthly development and construction activity report to Mayor and Council, Statistics Canada, Ministry of Municipal Affairs and Housing as well as other government agencies.
•    Prepare financial analysis related to gathering, reporting and reviewing revenue-related information for the Department’s Managers in preparation for delivery to Council, Committees, Departments, and other agencies.
•    Prepare ad-hoc reports as required

Skills and Qualifications

•    Post-secondary degree or diploma in Business, Accounting or related field, or equivalent
•    Previous experience with financial and data reporting software (e.g. SAP Blackline, Concur, Questica, Crystal, MS Reporting Services, MS Office products) is an asset.
•    Experience with payment processing services such as GlobalPayments
•    Knowledge of municipal land development and related services preferred
•    Knowledge of municipal operations, management and Lean certification would be an asset. 
•    Exceptional analytical skills, and the ability to generate insights through large data sets through MS Office products.  A strong proficiency in Microsoft Excel is a must.
•    A strong ability to influence without authority, and to work independently on new and emerging projects.
•    Strong presentation and communication skills, including the ability to convey complex information in a clear, concise manner