Bookkeeper

1. Department:

• Administration

2. Reports To:

• President

3. DESCRIPTION

• The mission of the bookkeeper role is to provide accurate, timely, and insightful financial information and services to the clients and the management of the firm. Located in the Medicine Hat office, the incumbent must be able to maintain confidentiality, be flexible and adaptable to multiple requirements and have the ability to work independently, while also supporting a collaborative team environment.
• The Bookkeeper will be primarily responsible for full-cycle bookkeeping, the processing of payroll, communicating with various stakeholders (employees, management, government, auditors) and supporting the processing of receivable and payables. This is a unique hybrid role of the accounting, payroll, and receivables/payables function.
• The ideal candidate will be responsible for maintaining financial records and managing general financial activities.
• Utilizing Sage bookkeeping software to track and manage financial data.
• This full-time role requires a high level of attention to detail and the ability to maintain confidentiality.

4. Core values

• Works well with others – Respects co-workers, customers and suppliers.
• Positive attitude – Solid work ethic, ability to work as part of a team and on your own.
• Ethical behavior – Demonstrates integrity and honesty in all activities.
• Prompt – Shows up and ready for work at the appropriate time.
• Commitment to HSE – Full understanding and practice of office safety guidelines and procedures.
• Commitment to success of Plainsman Clays Ltd – Supports Plainsman’s vision, mission, & values.

5. Responsibilities

• Day-to-day processing of invoices, accounts payable entries, cheque runs, day-to-day input of client disbursements, regular communication with suppliers and firm personnel with respect to payments and invoices.
• Maintain accurate financial records and balance general ledger accounts by reconciling transactions.
• Maintain and monitor accounting ledgers by posting account transactions, including but not limited to cash, bank reconciliations, journal entries, accounts receivable, accounts payable and accrued liabilities.
• Reconciling bank statements and financial data.
• Perform AR invoicing process by verifying transaction information, scheduling and preparing disbursements and obtaining authorization of payment, mailing invoices and identifying delinquent accounts and insufficient payments.
• Prepare accurate and timely financial statements, including balance sheets, income statements, and cash flow statements and retrieving financial data.
• Establish policies and procedures to ensure that financial data is properly prepared and distributed and that all accounting procedures (journal entries and payroll account reconciliations) are accurate and meet internal and external audit requirements and safeguard company assets.
• Ensure compliance with local, state, and federal government reporting requirements and tax filings.
• Coordinate with external auditors for annual audits and ensure all financial records comply with accepted policies and procedures.
• Implement and maintain accounting systems and software to improve financial processes and efficiency.
• Serve as the primary point of contact for all accounting inquiries, providing guidance and support to the management team and employees.
• Correct errors by posting adjusting journal entries.
• Maintain general ledger accounts by verifying, allocating, posting, reconciling accounts receivable detail and control accounts; resolving discrepancies, adjusting entries for amortizations prepaids; analyzing and reconciling retainage and accounts payable ledgers; preparing fixed asset depreciation and accruals.
• Secure financial information by completing database backups; keeping information confidential.
• Maintain accounting controls by following policies and procedures, complying with federal, state, and local financial legal requirements.
• Manage the preparation, calculation and disbursement of wages and salaries for all payrolls and ensure the integrity of payroll related information on all systems as it relates to payroll processing.
• Manage payroll functions (T4s, deductions, remittances, ROE etc.) and benefits programs including, but not limited to, group life insurance, medical, dental, disability and WCB.
• Ensure accurate and complete personnel and payroll files are maintained and respond to employee queries concerning payroll and benefits matters and benefits expense queries in a professional and discrete manner.
• Ensure related materials and documentation with respect to payroll and withholdings/deductions are effectively communicated to employees when changes occur.
• Transition to full-cycle bookkeeping in a paperless / cloud environment.
• Identify opportunities for procedural improvements and implement approved changes.
• Complete year-end reporting requirements in a timely manner.
• Coordinating duties with other members of the accounting department as needed.
• Handle confidential financial information with integrity and professionalism.
• Performing additional tasks as needed.

6. Qualifications:

• You are familiar with Sage 50
• Bachelor’s degree in Accounting, Finance or related field.
• Bookkeeping certification is highly preferred.
• Minimum of 5 years of accounting experience, with at least 2 years in a full charge bookkeeping role.
• Strong understanding of accounting principles, financial reporting and tax laws.
• Proficiency in accounting software (Sage) and Microsoft Office Suite.
• Excellent analytical, problem-solving, and decision-making skills.
• Strong organizational skills and the ability to manage multiple priorities and adaptability to changing priorities.
• Excellent communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• Proven experience as a bookkeeper or in a similar role.
• Strong knowledge of bookkeeping principles and practices.
• Excellent attention to detail and accuracy in data entry and record keeping.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Solid understanding of basic bookkeeping and accounting payable/receivable principles.
• Proven ability to calculate, post and manage accounting figures and financial records.
• Data entry skills along with a knack for numbers.
• Proficiency in English and in MS Office.
• Customer service orientation and negotiation skills.
• High degree of accuracy and attention to detail.
• Some post-secondary education or technical training in accounting or related field.
• 2 years of office admin or accounting experience.
• Familiarity with general office equipment and internet.
• You should be comfortable working in Microsoft Office, managing deadlines, and confident speaking to and emailing clients and interacting effectively with employees at all levels.
• Post-secondary degree or diploma in Accounting or Business Administration and possess accreditation from the Canadian Payroll Association.
• A proven track record of 3-5 years in payroll management.
• Profound expertise in federal and provincial employment legislation and payroll regulations.
• Exceptional interpersonal skills for conveying pertinent payroll-related information.
• Basic financial management skills for invoicing, budgeting, and financial record-keeping.
• Experience with accounting software/tools, including preparing monthly, quarterly, and year-end payroll statements and establishing/maintaining employee records.
• Self-motivated, organized and independent.
• Proven experience as a Bookkeeper or similar role
• Solid understanding of accounting principles

7. Experience

• 2-3 years of experience in an Accounting or Bookkeeping role is required.
• 1-2 years of experience processing payroll, accounts payable, and accounts receivable is required.
• Post-Secondary Accounting Certificate or Bachelors Degree in Commerce or Business Administration (Accounting or Finance major) is considered an asset but not required.
• Related academic achievement, progress towards or achievement of a recognized accounting designation desirable but not necessary.
• Working knowledge of trial balances, general ledger (GL) databases, financial statement close processes and accounting matters.
• Working knowledge of payroll tax law and tax reporting requirements.

8. Behavioral skills / HR / Accountability

• Resourceful / innovative – Solicits assistance from more experienced technical professionals and supervisor.
• Initiative – Demonstrates individual initiative routinely.
• Interpersonal skills
• · Interacts routinely with high levels of internal and external organizations.
• · Deals with sensitive situations or customers.
• · Negotiates or influences others to obtain information or services.
• · Participates effectively as a team member.
• Accomplishes work by coordinating across business or functional departments which may be outside the organization.
• Disseminates business critical and / or sensitive employee information.
• Adaptability – Adapts successfully and promptly to unplanned circumstances and assignments.
• Commitment to excellence – Consistent high-quality output.

9. customer orientation

• Service orientation
• · Ask appropriate questions to fully understand customer needs.
• · Provides timely and thorough response to meet customer needs.
• Customer relationships – Treats customers with a high degree of mutual respect.
• Confidential information – Understands the need to protect confidential information.
• Organizational Knowledge
• · Extensive knowledge of department & staff.
• · Good working knowledge of Plainsman.
• · Source of knowledge on policies and procedures.
• · Product use & functionality – Understands the basic use of Plainsman’s products.
• · Petty cash approval.

Job Type: Full-time

Salary: $35.00-$40.00 per hour

Expected hours: 40 per week

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care
• Work from home

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus pay

Education:

• Secondary School (preferred)

Work Location: In person