Job Description

Job Posting

Halifax Regional Municipality is inviting applications for the temporary, full-time (up to 12 months) position of Accounting Support Representative in Finance & Asset Management.



Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality's core values. We have an Employment Equity Policy, and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.



An Accounting Support Representative (ASR) is responsible for timely and accurate processing of payment for HRM invoices. In response to requests from business units, agencies, board and commissions and external vendors, they have a direct and immediate impact on the timelines and integrity of information recorded in HRM's financial statements while also ensuring that invoices and other payments adhere to HRM policies regarding delegated authority and appropriate signing authority. ASRs are responsible for processing over 100,000 invoices on an annual basis, as well as the processing of local travel claims for all Business Units.



ASR'S play an important role in maintaining the financial reputation of the municipality. Accuracy is an essential part of the role, as the potential impact of mistakes can be great. The inputting of invoices and cheque requests directly impacts the cashflow of the municipality, and errors could result in improper payments which could result in time and effort to try to reclaim money and negatively impact the reputation of the municipality. Further impacts can be felt in the financial reporting of the municipality, which is directly impact by the recording of invoices and journal entries.

ASR's are an important point of contact for external vendors and internal Business Units and therefore must represent HRM with a high standard of professionalism and quality customer service.

DUTIES AND RESPONSIBILITIES:

The ASR acts as the first point of contact for external vendors, receiving inquiries in regard to vendor accounts and invoices and therefore must represent the Halifax Regional Municipality with a high standard of professionalism Works independently, effectively organizes, prioritizes, and problem solves multiple tasks to meet deadlines Demonstrates ability to manage stressful situations while maintaining a professional manner with vendor complaints regarding unresolved invoices. Provides concise and accurate information and follows up in a timely manner to ensure vendor satisfaction Accurate processing, tracking and adhering to The Requirement to Pay Lien on behalf of CRA and Receiver General, that is imposed against a HRM vendor who has monies owing to CRA. Failure to pay the Receiver General the amounts required renders HRM liable to pay those amounts to Receiver General. Working in collaboration with HRM Revenue and Collections Department, coordinating to recover monies owed to HRM from Property Owners, Businesses and Organizations, therefore decreasing HRM outstanding accounts receivable, increasing HRM's cash flow. Ensure compliance with HRM Procurement and Accounting Polices. Advises and educates Business Units and vendors about said polices. Receives all capital invoices and determines who to distribute to for further project progress payments and holdback release invoices. Resolves invoice issues (such as those that do not meet HRM Polices, Procedures and Standards) by following up with vendors, clients, and other HRM Business Units. Participates in projects with other departments to improve performance and service delivery, serving as an SME for Accounts Payable issues. Assists in quality assurance initiatives by training, coaching, and educating other ASRs to improve quality of responses and actions taken; also provides vacation cover offs for other team members Receives information in the form of inquiries, complaints, compliments, suggestions, and requests for services via phone, email, and in person Contributes to team activities and goals, and continuous improvement/performance excellence initiatives Processes all HRM employee local travel expense claims; reviews, verifies, reviews for completeness and accuracy, validates requisitioner spending authority, assesses priority level. Ensures all documentation is attached including detailed receipts or disbursements in accordance with the Employee Expense Reimbursement Policy. Processes all utilities invoices for HRM facilities, such as power, oil, natural gas, propane, water, phone, internet, satellite, and oxygen by verifying and uploading provided to ensure all operational requirements and deadlines are met Responsible for ensuring timely and accurate processing and entry of high volumes of invoices, recurring entries and payments and journal entries into SAP in order to meet strict deadlines Reviews journal entries to ensure proper signing authority, accuracy and completeness, and follows up with creator to resolve journal entry errors Processes payment of manual cheque requests, including verification of signing authority and appropriate backup Compiles all necessary documentation as required by Audit Services. Responsible for accurate cheque matching with supporting documentation; distribution, verification and final approval of all cheques requiring special attention, including confidential transactions Responsible for daily pickup of internal and external mail, including sorting, date stamping and distributing Filing/organizing documents associated with cheque runs, procurement, and journal entries and undertakes various administrative responsibilities, such as sorting and distributing vendor emails from centralized location Responsible for contacting vendors and liaising with HRM Business Units regarding urgent cheque requests and providing proof of payment when requested Effectively organizes, prioritizes, and problem solves to meet deadlines - i.e. month end, year-end, vacation cover off, etc. Responsible for resolving discrepancies between invoices, goods receipts, and purchase orders by means of investigation and communication with relevant parties such as vendors, procurement representatives, project managers and other internal business unit staff Responsible for reconciliation of invoices against vendor statements and investigating any outstanding items, over charges and other discrepancies. Coordinates with external vendors to gather outstanding invoices to balance the accounts Identifies accrual requirements at month-end and year-end by reviewing vendor statements, purchase orders and invoices; Configures account assignment module in SAP for large accounts (utilities) to ensure accurate posting to cost centres and GL accounts. Promotes EFT payment options as a benefit to vendors and to further save the municipality time and resources. Promotes vendor discounts to facilitate cost savings to the municipality and provide vendors access to cash more quickly Responsible for ensuring confidentiality is always maintained Required to work overtime occasionally, mainly at month end and year end; and Performs other related duties as required.

QUALIFICATIONS:

Education & Experience:

Grade 12 or equivalent Completion of a recognized two-year business or accounting diploma Minimum of two-years' experience specifically related to the duties listed above, in a general accounting environment. Minimum of two years customer service experience. Minimum of two years administrative experience.

Technical / Job Specific Knowledge and Abilities:

A strong knowledge of computers in a Windows environment. An intermediate skill level in standard word processing and spreadsheet applications including Excel, Microsoft Word and Outlook. Demonstrated above-average keyboarding skills are essential (speed and accuracy). Knowledge of HRM Procurement and Accounts Payable processes, using SAP, and knowledge of municipal government and the services they provide within the Regional Municipality would be considered an asset.

Security Clearance Requirements:

Applicants may be required to complete an employment security screening check.

Please note -

Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates who are selected for testing, may be tested in a group setting, scheduled at the employer's discretion.

COMPETENCIES:

Achievement Motivation, Analytical Thinking, Communication, Customer Service, Flexibility, Initiative, Organization and Planning, Stress Management, Teamwork and Cooperation, Valuing Diversity, Conflict Management.

WORK STATUS:

Temporary, full-time (up to 12 months)

HOURS OF WORK:

8:30am to 4:30pm, 35 hours per week. Flex options to work outside of these hours and hybrid may be available.

SALARY:

Level 4, NSGEU Local 222, $28.41 per hour

WORK LOCATION:

40 Alderney Drive, Dartmouth, NS. Work location can be changed according to operational requirements.

CLOSING DATE:

Applications will be accepted until

11:59 pm on Monday, July 7, 2025

This is a bargaining unit position. External applicants will only be considered if there are no qualified bargaining unit candidates.

Please note:

We thank all applicants for their interest in this position. Only those applicants selected for an interview / testing will be contacted.



To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.



During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link; Accommodations | Hiring | Employment | Halifax



(position # 72282750)