Accounting Assistant

The Accounting Assistant reports to the Accounting Manager.  The incumbent provides accounts payable, payroll and administrative support to the Finance department.

Essential Responsibilities

Account Payable

  • Accounts payable invoice entry
    • Open accounts payable mail and monitor AP email for incoming invoices daily
    • Distribute accounts payable invoices for approval
    • Review accounts payable invoices for accuracy, appropriate backup, coding and approvals and calculate foreign exchange if applicable
    • Enter invoices in accounting software as directed by Accounting Manager and Senior Project Accountant
    • Maintain open AP files and reconcile to AP subledger monthly
  • Vendor setup
    • Set up new vendors as directed by Accounting Manager
    • Create payment templates in banking software for EFT vendors as directed by Accounting Manager
  • Account payable payments
    • Prepare cheques and online payments as directed by Accounting Manager
    • Match payment backup with invoices and file in paid AP weekly
    • Mail cheques if required
  • Employee expenses
    • Process employee expense reports as received by matching Excel to backup provided, check for accuracy and appropriate receipts
    • Convert foreign currency transactions and calculate input tax credits as appropriate
    • Distribute for approval and verify appropriate approvals maintained
    • Enter approved expenses to accounting software
    • Create payroll input report for semi-monthly payroll

Payroll Processing

  • New employee setup
    • Set up new employee in accounting software when notified by HR and activate scheduling
    • Collect completed TD1, TDON payroll forms and direct deposit information from HR prior to start date
    • Update accounting software, payroll software and Excel tracking spreadsheets with new employee information
    • Maintain log to track benefits eligibility dates for all benefits providers
    • Create new employee folder in payroll cabinet for permanent documents
  • Payroll
    • Calculate payroll adjustments, overtime payments, employee expense reimbursements, group RRSP/DPSP/TFSA contributions, taxable benefits and employee contributions to group benefits for semi-monthly payroll
    • Input payroll in payroll software
    • Close payroll in payroll software, complete payroll entry in accounting software and create reports for government remittances
    • Maintain payroll register spreadsheet and reconcile to payroll software
    • Maintain electronic paystubs and user access
    • Manulife RRSP/DPSP deductions – create and submit contributions files
    • Create ROEs for terminated employees
    • File payroll documents in personnel files
  • Benefits administration
    • Verify monthly invoices from all carriers when received from HR to ensure new employees added, terminated employees removed, accuracy of premium rates, enrolment in correct class
    • Send salary changes to benefits carrier annually and verify accuracy of upload

Other Responsibilities

  • Prepare backup for disbursement invoices as directed by Senior Project Accountant
  • Take deposits to bank weekly as directed by Senior Project Accountant
  • Prepare StatsCan surveys as directed by Accounting Manager
  • Maintain department filing and storage as directed by Accounting Manager
  • Support Accounting Manager and VP Finance as required with various tasks and analyses

Qualifications:

EDUCATION/EXPERIENCE:

  • Minimum of a Diploma in Accounting from an accredited college/university or foreign equivalent
  • Experience with in-house payroll processing for small to medium sized company, with completed PCP courses considered an asset
  • 1-3 years related experience in general accounting and payroll
  • Experience working in an A/E environment considered an asset

KNOWLEDGE/SKILLS/ABILITIES:

  • Intermediate computer literacy, including Microsoft Office (Excel, Word), and accounting software
  • Knowledge of Clearview InFocus (or other A/E accounting software such as Deltek Vision or Ajera) considered an asset
  • Good knowledge of accounts payable, payroll and general accounting processes
  • Ability to work well with others under deadline situations and respond to changes in priorities
  • Excellent written and verbal communication skills
  • Ability to work independently, take initiative, set priorities and see projects through to completion
  • Strong attention to detail and accuracy and solid organizational skills
  • Ability to maintain confidentiality and demonstrate sound judgment
  • Maintains the highest professional ethics and standards
  • Enjoys working in a collaborative team environment

How to apply

Please send a copy of your resume and portfolio to hr@forrec.com.

We thank everyone in advance for their interest in this job opportunity, however, only those candidates under consideration will be contacted directly.

FORREC Ltd. is committed to providing an equal employment opportunity for all individuals. As such, accommodations for persons with disabilities are available throughout our recruitment process. If you require an accommodation due to a disability, you may make a request via email at hr@forrec.com or by phone at 416-696-8686 x 390.

Send resumes to hr@forrec.com.

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