1. Provide finance and administrative support for Finance and Protective Services, in particular the Central Okanagan Emergency Management program.
Track, record, and reconcile expenditures and staff time in accordance with RDCO policies and applicable provincial or federal requirements.
Assist with the drafting and submission of Expense Authorization forms (EAFs) and Resource Requests (RR’s), including maintaining standardized templates and tracking submission status.
Assist with the collection, organization, and retention of financial documentation to support reimbursement, audit, or reporting requirements.
Support the timely processing of invoices, expense claims, and purchasing documentation.
Communicate with internal departments and external vendors to correct payment or documentation issues.
Provide financial administrative support to the departments, including compiling, tracking, summarizing and reporting information.
2. Coordinate the submission of emergency response and recovery claims to the Province, ensuring supporting financial documentation is accurate, complete, and compliant with provincial requirements.
3. Process accounts payable and provide vendor support.
Respond to internal and external customers relating to payables inquiries and information requests.
Process Purchase Order (PO) and non-Purchase Order (non-PO) invoices, including high-volume and high-maintenance vendors.
Work with Purchasing and third-party vendors to resolve issues, improve processing efficiencies, and minimize backlogs.
Reconcile vendor account statements, respond to vendor inquiries, and maintain accurate vendor records within the Vadim system.
Maintain up-to-date accounts payable master files and vendor lists.
Verify invoice coding using expenditure analysis and perform account reconciliations as required.
Verify that invoices and expense claims submitted for payment comply with RDCO Purchasing policy and applicable corporate policies.
4. Self-assess Provincial Sales Tax on all extra-provincial purchases.
5. Maintain familiarity with accounts payable month-end processes and provide backup support by running and balancing month-end reports and processing corresponding journal entries.
6. Support maintaining signing authority documentation.
7. Support the tracking of employee expenses as required for the yearly Statement of Financial Information.
8. Provide coverage for Cashier/Receptionist.
9. Maintain, review, and update procedures manuals and documentation to ensure they are accurate.
10. Other duties as assigned.
