Accounting Analyst - Before and After School Program

Position:  Accounting Analyst - Before and After School Program

Salary Range: $60,847 - $72,560 - Band 4

Location: Business Services, J.W. Singleton Education Centre

Work Schedule: 35 hours/week, 12 months/year

Effective Date: As soon as possible

Position Summary:

Reporting to the Accounting Supervisor, the Accounting Analyst is responsible for administering all aspects of the Accounts Receivable Cycle for the Before & After School Program (BASP) including calculating and communicating program fees, processing and reconciling payments, preparing related journal entries and reconciliations, and acting as Finance support for the BASP Manager and Coordinator. This role is also responsible for the Accounts Receivable Cycle of other Board programs, and requests for invoicing. 

The HDSB recently introduced a Work from Home Administrative Procedure.  In accordance with this Administrative Procedure and with the approval of the immediate supervisor, employees who work at HDSB administrative sites may work from home for up to 50% of their regularly scheduled hours.  Work from Home arrangements may change based on the future needs of the Board.  The HDSB offers funding for professional development in accordance with the Terms and Conditions of Employment for management and administration support staff.

Key Responsibilities:

• Administer all aspects of the Accounts Receivable cycle for the Before & After School program (full fee, subsidy and CWELCC):

   

  • Calculate and communicate Before & After School program fees to families monthly based on student schedule, age and subsidy qualification (where applicable), updating as required based on schedule changes and upload and validate in the financial information system

     

    Reconcile and review payments received from multiple sources using software programs from different financial institutions

     

    Prepare and process monthly Pre-Authorized debit files for the Before & After School program fees, ensuring accuracy of parent/guardian bank accounts and amounts withdrawn. Follow up as required on NSF payments

     

    Work with collection agency if needed on delinquent accounts and write off uncollectible balances as required

     

    Prepare Accounts Receivable journal entries and reconciliations, balancing the subledger to the general ledger and following up on discrepancies

     

    Provide financial support and training to the Before & After School Program Manager and Coordinator, working collaboratively to resolve accounts under dispute or in arrears

     

    Generate monthly reports regarding outstanding accounts and adhoc reports as needed

     

    Reconcile monthly subsidy payments from Halton Region, and investigate and resolve discrepancies with the Manager of the BASP and Halton Region

     

    Responsible for preparing accurate annual income tax receipts to families registered in the Before and After School Program

     

    Provide clarification and explanations for any related questions from Internal Auditors, External Auditors, staff, and funders

     

    Manage communications via the BASP electronic mailbox and respond to billing related inquiries from parents/guardians

     

    Collection of sensitive personal information (bank accounts, student information, etc) in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA)

     

    Accountability reporting to external stakeholders on the appropriate use of CWELCC funding

     

• Administer all aspects of the Accounts Receivable cycle for other HDSB programs and other Accounts Receivable Responsibilities:

   

  • Ensure invoices issued, paid, and cancelled are recorded in the appropriate general ledger accounts (receivable, insurance, accrual, bank) and in the correct period

     

    Reconcile payments received from multiple sources and ensure payment amount reflects the correct receipt amounts 

     

    Reconcile database and Customer sub ledgers with the General Ledger; investigate and follow up on discrepancies

     

    Maintain databases as required to reflect all transactions processed in Business Services 

     

    Set up Customers in the financial information system ensuring appropriate categorization for Ministry reporting

     

    Issue ad hoc invoices as requested, ensuring the appropriate taxes are levied and supporting documentation is uploaded in the financial system

     

    Prepare month end journal entries to reflect payments received via electronic funds transfer and apply all customer payments to ensure accurate customer balances

     

    Process employee benefit related payment transactions, ensuring accuracy of one time and recurring payments. Work closely with Human Resources to follow up on declined transactions and discrepancies

     

    Assist with the internal, interim and year-end audits with respect to receivables and prepare working papers 

     

    Prepare reports and analysis on accounts receivable 

     

    Develop and update process documents

     

    Facilitate new initiatives as assigned

     

Qualifications:

Minimum:

• Bachelor’s Degree in Business/Finance/Accounting

   

  3 years of relevant work experience in an Accounting or Finance position

   

  1 year Accounts Receivable experience

   

  Above average technical skills including spreadsheet management

   

  Sound analytical and quantitative skills

   

  Actively working toward a Chartered Professional Accountant (CPA) designation

   

  Ability to grasp new concepts quickly, work independently and problem solve in a fast paced environment

   

  Proficiency in computer systems and  office software applications (Microsoft Office, Google Suite and Adobe)

   

  Ability to communicate and disseminate technical information in an understandable format to the intended audience (parents, customers, other departments) in accordance with Board policies and procedures

   

  Demonstrates understanding of accounting concepts and experience in preparing journal entries and account and bank reconciliations

   

  Ability to work in a detail-oriented work environment and maintain confidentiality on a broad range of business information

   

  A strong and clear understanding of accounting principles is required to ensure accuracy of information which is prepared for inclusion in the Board’s Financial Statements

   

      Preferred:

• 5 years of school board/public sector job related experience

   

  Chartered Professional Accountant (CPA) designation

   

Applications, along with your resume and other supporting documents must be submitted through Apply to Education – https://hdsb.simplication.com/WLSBLogin.aspx?returnurl=%2f 

by 4:00p.m. on Monday December 4, 2023

Job Category: MASS (Management & Professionals) - Job Code #3640136