Position Summary:

The Accounting Clerk supports daily accounting operations, including accounts receivable, deposits, and accounts payable, while maintaining accurate vendor and payment records. The Accounting Clerk processes client and premium financing refunds and resolves discrepancies promptly. Key responsibilities include direct bill and agency bill reconciliations, as well as trust and general bank and credit card reconciliations, with required journal entries to support month-end close. The Accounting Clerk supports year-end readiness by organizing audit documentation, assisting with year-end journal entries, and confirming opening balances for the new fiscal year. The Accounting Clerk also contributes to financial/KPI reporting and initiatives to automate and improve accounting processes.

Department: Administration / Finance
Employment Type: Part Time, Permanent
Pay Rate: $26/hr; 21 hours per week
Reports To: Accounting Manager
Works Closely With: Operations Manager, Brokers, Insurer Partners

Key Responsibilities:

Accounts Receivable

• Complete Accounts Receivable reviews weekly (every Monday without exception or previously if there is a holiday).
• Investigate and resolve outstanding balances, including IPFS deposits.
• Identify root causes of ongoing A/R issues and take ownership of resolution.
• Process client refunds within five (5) business days.
• Proactively follow up with Brokers when information or action is required.
• Supervise and provide guidance to reception on how to handle cheques and deposits received from insurance companies, government institutions, or other sources.
• Supervise Direct Bill Clearpay transactions and support reception with any questions
• Prepare journal entries and cash receipts as needed to record funds when received, whether into the trust account or the general account.
• Take ownership of errors, resolve promptly, and communicate corrections.

Deposits

• Complete deposits at least twice per week; Friday deposits are non-negotiable. Increase frequency as needed if the daily threshold for cash, or combined cash and cheques, is exceeded.
• Review and retain deposit documentation, including scanned cheques, deposit slips, and batch printouts.
• Verify the bank account after deposits are completed to confirm accuracy.
• Ensure adequate deposit books inventory is maintained.

Accounts Payable

• Maintain the supplier database, including vendor payment details.
• Perform penny tests for new vendors.
• Maintain clean vendor records in Clearpay and Powerbroker to support accurate payments; add new vendor information in both systems.
• Organize invoice folders and maintain year-end documentation.
• Process payments on a biweekly schedule, or earlier as needed.
• Follow up on double payments or incorrect charges from suppliers/providers and ensure they are corrected promptly.
• Process client and premium financing company refunds in a timely manner; investigate and resolve discrepancies or errors promptly, ensuring accuracy and accountability.
• Ensure adequate cheque inventory is maintained for the trust and general accounts.
• Support projects to automate and improve the accounts payable process.

Direct Bill & Agency Bill Reconciliation

• Enter and review Direct Bill miscellaneous receipts in Powerbroker and the Excel tracking file prior to month-end.
• Download Direct Bill and Agency Bill statements from portals or email and save them in the appropriate folders.
• Supervise the RPA Direct Bill clearing process, resolve discrepancies, and prepare any required journal entries resulting from the reconciliations.
• Perform Agency Bill reconciliations in a timely manner by clearing transactions and confirming Clearpay cheques are reviewed and processed correctly.
• Respond promptly to broker and insurance company inquiries, maintaining timely and professional email communication.
• Resolve Direct Bill outstanding items quarterly and Agency Bill items within one month.
• Review the Trial Balance once reconciliations are complete; resolve discrepancies and post any required journal entries before month-end close.
• Copy to the Accounting Manager once issues have been resolved.
• Support projects to automate and/or improve the Direct and Agency Bill reconciliations.

Reconciliations

• Complete trust bank reconciliations throughout the month and post appropriate journal entries, as needed.
• Complete general bank reconciliations throughout the month and post appropriate journal entries, as needed.
• Investigate and resolve discrepancies promptly; ensure no items remain unresolved for more than one month.
• Complete credit card reconciliations before month-end closes and post appropriate journal entries, as needed.
• Support projects to automate and/or improve Bank and credit card reconciliations.

Month-End and Year-End Processes

• Complete monthly commission reviews on time and accurately and make any necessary corrections before month-end close.
• Review the Trial Balance to identify discrepancies in commission payable, direct bill receivables, or agency bill payables.
• Complete bank and credit card reconciliations.
• Save to the Year-End folder all supporting documentation required for audit (e.g., prepaid expense invoices, asset invoices, donation receipts, and other auditor-requested invoices) and notify the Accounting Manager to post the appropriate journal entries (prepaids, depreciation, and/or amortization).
• Review direct bill and agency bill outstanding items.
• Support year-end information gathering, enter year-end journal entries, and confirm beginning balances are correct for the following fiscal year.
• Support projects to automate and/or improve month-end and year-end processes.

Reporting, Projects and Others

• Support the download, refresh, and publication of financial, KPI, and performance reporting.
• Support accounting automation initiatives and process improvements.
• Finally, support database cleaning, renewal list reporting, and other ad hoc accounting tasks required to support management decision-making.

Professional & Behavioural Expectations

• Maintain confidentiality of financial and employee information at all times.
• Communicate professionally and respectfully with all stakeholders.
• Also, demonstrate accountability, a solution-focused mindset, and ownership of work.
• Equally important, receive feedback constructively and respond proactively.

Core Competencies & Soft Skills

• Accountability and dependability
• Attention to detail
• Quality and accuracy orientation
• Problem-solving and attention to detail
• Teamwork and communication
• Ethics and integrity

Education & Experience

• Previous administrative or accounting support experience preferred.
• In addition, experience with brokerage or financial systems is an asset.
• Likewise, proficiency in Microsoft Office required; accounting platforms an asset.

We sincerely thank all candidates for their interest in working with our company. Candidates who meet screening requirements will receive a prompt for an assessment. Only those who pass the assessment will be notified of next steps.