Job Specification

Purpose of Position :

To provide operational, administrative, clerical and financial support to the branch or local tax office management staff, including analyzing data and creating statistical reports to maintain integrity of taxroll information. To access various ministry systems to support and assist the computer end-users. To work with the local IT Service Coordinator/ Administrator to identify problems.

Duties / Responsibilities :

Provide administrative, clerical and financial support services by:

1. Receiving/distributing/logging incoming and outgoing mail and maintaining correspondence tracking and filing systems on audit/collection work files. Assisting with the front desk reception duties as required. Answering routine enquiries and transferring calls to appropriate staff.

2. Preparing and reviewing correspondence, statistical reports and related legal documents, ensuring accuracy and completeness; creating and maintaining database and filing systems for management; using spreadsheet applications to summarize/complete various statistical reports.

3. Providing assistance in the use of relevant mainframe computer tax administration applications; conducting various searches, updating taxroll information and processing some financial adjustments, amendments, discharges and registrations.

4. Coordinating technical requirements for office keys or security passes, logging ministry assets, maintaining inventory of office equipment and related fleet management and vehicle maintenance. As directed by management, notifies the property management on maintenance and facility problems.

5. Accepting training registrations by telephone/facsimile, confirming registrations in writing or by phone, compiling seminar material (e.g. presentation slides and scripts) for seminar leaders; assembling training manuals. Retrieving overnight voicemail messages and re-directing as appropriate.

6. Monitoring and maintaining office supplies inventory by identifying suitable suppliers and coordinating the purchases, acquisitions and/or disposal of equipment/supplies; setting-up accounts with office products suppliers; receiving and returning inadequate or incorrect items, verifying invoices to ensure correct billing.

7. Reviewing financial details of invoices or account statements by acting as office petty cash custodian, ensuring procedures and cash management policies are complied with; coordinating and performing a monthly purchasing card activity review for the branch/office.

8. Performing clerical and record-keeping functions by maintaining a follow-up system to track work-in-progress; inputting information on appropriate staff assignments, cancellations, transfer of work files and completion of documents status. Maintaining telephone staff lists by adding/deleting names.

9. Coordinating, maintaining and distributing confidential personnel documentation such as attendance logs and salary/wage information for liaison with management and appropriate ministry branches (HRB, SMSB, etc).

10. Providing other administrative duties as assigned by manager including taking, preparing and distributing various committee meetings agenda and minutes.

Management has the right to assign additional duties.

Staffing and Licencing :

Advanced level verbal French language skills.

Knowledge :

Job requires knowledge of administrative policies, procedures and branch practices to process documents related to staffing, audit, collection or taxpayer account activities, processing of mail, purchasing and coordination of training arrangements (booking rooms, equipment, etc.). Job requires knowledge of administrative procedures to ensure that correspondence is prepared in the proper format and within required deadlines. Job requires knowledge of computer hardware/software packages to extrapolate tax account information to produce reports/spreadsheets for the purpose of evaluating work flow assignments and creating statistical reports. Job requires knowledge of office equipment such as fax, photocopiers, phones and standard computer configurations to identify and correct problems or refer to appropriate vendor for servicing and repairs. Job requires knowledge of related accounting terminology to ensure data capture for input into management information systems and procurement functions to prepare routine legal documents, forms and reports, to order supplies and to ensure adequate inventory of stock items are available.

Skills :

Job requires organizational skills and good judgement to determine work priorities between conflicting demands to identify which matters require referral to appropriate staff, to maintain adequate levels of office supplies, arrange travel/accommodation, schedule program vehicle and ensure availability of audio-visual equipment. Job requires oral communication and interpersonal skills to deal directly with taxpayers or in re-directing their enquiries, written communication skills to prepare routine memos/letters/reports.

Freedom of Action :

Work is reviewed by manager on an on-going basis, although some latitude is permitted in making decisions in situations not covered by established procedures within prescribed daily, weekly or monthly routines for the purpose of administrative and operational support services. Good judgement is required in the preparation of memos/letters/reports, statistical data and other routine activities such as coordinating arrangements for meetings, conferences and workshops and scheduling travel arrangements.