JOB DESCRIPTION
PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)
The Administration Officer is responsible for maintaining day to day financial, accounting,
administrative and personnel services in order to meet legislative requirements and support
municipal operations.
SCOPE
(The way that the position contributes to and impacts on the organization)
The Administration Officer reports to the Director of Finance and is responsible for assisting
with preparation of financial statements, maintaining cash controls supervising the payroll and
personnel administration, purchasing, maintaining accounts payable and managing office
operations. The Administration Officer must work within municipal policies and procedures and
in compliance with all Territorial Acts and Legislation.
Failure to provide adequate services may result in lost or misused revenues, inaccurate financial
statements and financial mismanagement for employees, contractors and suppliers if the payroll
and/or accounts payables are not processed in an accurate and timely manner.
RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical problems
encountered in carrying out the responsibilities.)
1. Administer and monitor the financial system in order to ensure that the municipal
finances are maintained in an accurate and timely manner
Main Activities
Assist with preparation of the budget
Implement financial policies and procedures
Reconcile the general ledger
Prepare and reconcile general bank statements
Establish and maintain supplier accounts
Ensure data is entered into the system
Ensure transactions are properly recorded and entered into the computerized
accounting system
Prepare income statements
Prepare balance sheets
Assist with the annual audit
Maintain financial files and records
2. Oversee the accounts payable and accounts receivable systems in order to ensure
complete and accurate records of all moneys
Main Activities
Ensure the safeguarding of all municipal funds
Issue, code and authorize purchase orders
Reconcile the accounts payable
Reconcile the accounts receivable
Reconcile weekly deposits
Manage distribution of utilities bills and collections of accounts
3. Administer employee files and records in order to ensure accurate payment of benefits
and allowances
Main Activities
Administer employment agreements
Verify and report on benefits payments
Maintain the leave management system
Review remittances
Supervise completion of the payroll
Review payroll reports
4. Supervise administrative services within the municipal office
Main Activities
Manage the filing, storage and security of documents
Respond to inquiries
Manage the repair and maintenance of computer and office equipment
Maintain insurance coverage’s
Issue permits and licenses
Supervise the lands program
Supervise customer services and respond to customer inquiries
Assist with preparation of Bylaws
Assist with preparation and advertising of contract documents
Administer contracts
5. Perform other related duties as required
KNOWLEDGE, SKILLS AND ABILITIES
(The knowledge, skills and attitudes required for satisfactory job performance)
Knowledge
The incumbent must have proficient knowledge in the following areas:
computerized accounting
programs
accounts payable and accounts
receivables
generally accepted accounting
principles
preparation of financial
statements
municipal services
administration of employee
benefits
payroll systems and reporting
office administration
an understanding of relevant
municipal legislation, policies
and procedures
an understanding of the northern
cultural and political
environment
Skills
The incumbent must demonstrate the following skills:
supervisory skills
team building
accounting and bookkeeping
skills
analytical and problem solving
skills
decision making skills
effective verbal and listening
communications skills
effective written communications
skills
computer skills including the
ability to operate computerized
accounting, spreadsheet and
wordprocessing programs at a
highly proficient level
stress management skills
time management skills
Personal Attributes
The incumbent must maintain strict confidentiality in performing the duties of the Administration
Officer. The incumbent must also demonstrate the following personal attributes:
be honest and trustworthy
be respectful
possess cultural awareness and sensitivity
be flexible
demonstrate sound work ethics
The Administration Officer must would normally attain the required knowledge, skills and
attitudes through completion of a Diploma in Accounting or Business Administration and/or
completion of second level of a recognized accounting program combined with related financial
experience.
WORKING CONDITIONS
(The unavoidable, externally imposed conditions under which the work must be performed and which create
hardship for the incumbent including the frequency and duration of occurrence of physical demands, environmental
conditions, demands on one’s senses and metal demands.)
Physical Demands
(The nature of physical effort leading to physical fatigue)
The Administration Officer will have to spend long hours sitting and using office equipment and
computers, which can cause muscle strain. The Administration Officer may also have to do
some light lifting of supplies and materials from time to time. .
Environmental Conditions
(The nature of adverse environmental conditions affecting the incumbent)
The Administration Officer may have to manage a number of projects at one time, and may be
interrupted frequently to meet the needs and requests of residents, clients and contractors. The
Administration Officer may find the environment to be busy, noisy and will need excellent
organizational and time and stress management skills to complete the required tasks.
Sensory Demands
(The nature of demands on the incumbent’s senses)
Sensory demands include use of the computer, which may cause eyestrain and occasional
headaches. The municipal office may be noisy and busy making it difficult for the
Administration Officer to concentrate.
Mental Demands
(Conditions that may lead to mental or emotional fatigue)
The Administration Officer will have to manage a number of requests and situations at one time.
Stress may be caused by the need to complete tasks within tight deadlines.
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