Accounting Clerk

May 15, 2024

Please note:  This is not a job listing, this is a job description. For current opportunities click here.

POSITION: Accounting Clerk
RESPONSIBLE TO: Director of Finance

Reporting to the Director of Finance, the Accounting Clerk supports the functions of the Finance Department. As an employee of the RK Mac Donald Nursing Home Corporation every person has a responsibility to be involved in providing a stimulating environment for the residents. In keeping with our Mission, Vision and Core Values and our philosophy of Resident Centered Care, the Accounting Clerk serves as a positive role model; as a partner in the provision of care and support of our Residents, and represents the home in a positive, professional, efficient and confidential manner.

Key Responsibilities:

  1. Understands that the Resident and family are central to all departmental activities, services and decisions
  2. Establishes and maintains working relationships and performs all work in keeping with the Mission, Vision, Values and philosophy of resident centered care of the RK Mac Donald Nursing Home
  3. Accounts Payable Functions & responsibilities
    • If not submitted, obtain invoices from departments
    • Match invoices from vendors packing slips
    • Once packing slips have been matched, verifies pricing. If incorrect, follow up with signing person
    • Verifies financial information (math) on invoices
    • Record each vendor’s number for submission to ACC/PAC system
    • Enter invoice into ACC/PAC
    • Record total amount for G/L as well as recoverable tax
    • Issues manual cheque as needed
    • When issuing manual cheques recoverable tax will need to be manually calculated and manually entered into ACC/PAC
  1. Payroll function & responsibilities
    • Maintenance accurate ledger of employees in QHR system (new employees, terminations etc.) to QHR
    • Responsible to enter employee changes into payroll system (position, rate, dept etc.)
    • Meet with new employees to ensure the Employee Contract / Notification of Employment pertaining to payroll is accurate and complete (i.e., void cheque, HCN)
    • Time card verification
    • Process payroll
    • Generate pay statements
    • Process EFT
    • Required to place all pay stubs in a sealed envelope and distribute to departments prior to 10 am on bi-weekly payday
    • Issues Records of Employment
    • Bi-weekly, provide Director of Finance with spreadsheet detailing recent changes in employee status including new hires, employees off work, position changes & return to work
  2. Pension/Benefits – in conjunction with Human Resources
    • Ensure benefits deductions in payroll are reconciled with monthly benefits/pension payables
    • Assist Human Resources to manage eligibility and application for benefits & pension enrollment for new employees Facilitate requested changes to benefit coverage, including upon termination and provides information package / meeting with employees contemplating retirement in the absence of Human Resources (i.e., back up role., vacation coverage, etc.).
  3. WCB Claims
    • File online WCB Claim Forms (based on Incident Report) and confirm salary/earnings as required via Online WCB Portal.
  4. Deposit
    • Balance operating cash with receipt book
    • Prepare and conduct bank deposits as needed
    • Manage cash flow for petty cash (Issue petty cash cheque, cash & replenish)
    • Balance safe keeping cask
    • Obtain cheque from accounts receivable, cash to replenish safe keeping level
  5. Membership on RK committees as designated.
  6. In the absence of the Resident Accounts Clerk:
    • Provides assistance with Accounts receivable
    • Issues safe keeping monies to residents
    • Receipt monies coming into operation
    • Issue safe keeping cheques
    • Meet with new families regarding financial matters

Education Required, Training and Experience

  • Graduate from a recognized Business College or Administrative Assistant program with experience in basic accounting and payroll, or willingness to complete education within a determined time frame that includes courses in basic accounting and book keeping or payroll.
  • Experience with accounting and payroll software considered an asset.

Job related Skills & Competencies:

  • Working knowledge of Microsoft Office: Word, Excel, etc. & Outlook
  • Ability to communicate effectively with residents, visitors, and staff.
  • Ability to work appropriately and efficiently with minimal supervision.
  • Ability to maintain confidential integrity around confidential information.
  • Ability to provide accuracy and detail in work performance.
  • Ability to use appropriate and effective judgment.
  • Ability to apply mathematical concepts to problem solving situations.

Safe Work Practices / Responsibilities

The R.K MacDonald Occupational Health and Safety Home Policy establishes employee expectations for working safely.  To achieve these expectations employees at all levels of the organization must adhere to Core Values of Safety and Safety Responsibilities listed below:
  • Commit to working safely.
  • Adhere to Safety Rules.
  • Conduct Inspections.
  • Conduct JTA`S & Develop SWPs.
  • Adhere to SOPs & SWPs.
  • Report Incidents / Hazards.
  • Wear PPE.
  • Apply their training.

We are committed to upholding the Human Rights of all R.K MacDonald employees, including the right of all people to enjoy a physically and psychologically safe work environment; the right of all people to just and favourable terms of employment; and the right of all people to be respected and valued for their differences with equitable opportunities and outcomes in an inclusive environment where all can thrive.