Administration Officer
5/30/2005 Page 2
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 records2. 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