Casual Clerk - Village of Fruitvale

Village of Fruitvale
Posted a month ago
Salary: $29.00 per hour

Job Description

Job Title Casual Clerk Steno

Department Corporate Services

Classification Casual

Pay Grade

  • As per Collective Agreement
  • Bargaining Unit
  • CUPE Local 2087


December 14, 2022

Job Summary:

Under the direction of the Chief Administrative Officer, the Casual Clerk Steno performs a variety of routine and non-routine clerical and accounting tasks. Work involves providing temporary assistance and relief, as required, to the Office Assistant and Finance Assistant positions within the Village of Fruitvale Office environment. As the first contact with residents, customers, employees and other agencies, the incumbent must deal courteously and effectively with the public. Performance is reviewed for completeness, accuracy and adherence to procedural guidelines. Under supervision, the Casual Clerk Steno is required to exercise tact, confidentiality and some independent judgment and action within limits of established procedures.

Functional Relationships


  • Internal
  • External
  • CAO
  • General public
  • CFO
  • Neighboring community staff
  • Corporate Officer
  • Other Administration staff
  • Public Works employees

Primary Areas of Responsibility

  • Reception
  • Accounts Payable
  • File maintenance
  • Accounts Receivable
  • Respond to enquiries
  • Payroll
  • Prepare correspondence
  • General Ledger Reconciliations
  • Maintain public information mediums
  • Taxation
  • Maintain cemetery records
  • Utility billing

Essential Qualifications and Competencies:

  • Accurate keyboarding skill.
  • Knowledge of, and experience with office computer programs, especially word, excel, publisher, web pages, Facebook and computerized accounting software.
  • Knowledge of and experience in using the proper form of business letters and business English and records management systems.
  • Able to meet specified deadlines and to work under general supervision.
  • Knowledge of the methods, practices, principles and procedures involved in the preparation, calculation and processing of payrolls.
  • Excellent communication (verbal and written), interpersonal and customer service skills.
  • Excellent attention to detail.
  • Ability to interact with other employees, elected officials, other orders of government and their agents, and the public in a tactful and courteous manner.
  • Ability to understand, interpret and apply complex legislative regulations, written policies and procedures.
  • Must provide a satisfactory criminal record check.

Additional Qualifications of Interest:

Enrolled in a post-secondary education diploma course in Business Administration, Accounting or related field. Proficiency using the Internet and email.

Physical & Mental Conditions:

Physical physical ability to carry out the duties of the position and in accordance with WorkSafeBC recommendations may require sitting and computer input for periods up to 2 hours in duration with unsupported forearms repetitive work Mental periods of intense focus with frequent non-discretionary deadlines frequent interruptions requiring immediate response ** Duties & Responsibilities:**


Full cycle bi-weekly payroll, including recording and reporting payroll data and performing periodic and year-end activities for all aspects of the payroll process, Ensure the accuracy of payroll reports, time sheets, and spreadsheets, Ensure compliance with all applicable federal and provincial regulations, company policies, Province of BC Employment Standards, Canada Revenue Agency regulations, WorkSafeBC regulations, union collective agreement and employment contracts. Process payroll electronic fund transfers to financial institutions, Make accurate and timely payments to benefit carriers and statutory remittances, Reconcile payroll benefits, deductions and general ledger accounts and ensure related journal entries are properly prepared and processed on a timely basis.

Accounts Payable

Full cycle weekly accounts payable run including recording and reporting accounts payable data and performing periodic and year-end activities for all aspects of the accounts payable process, Ensure the accuracy of, invoice extensions, data entry and compliance with all applicable federal and provincial regulations and company policies, Ensure the timely and accurate processing of payment documents such as, travel reimbursements, stipends, and any other documents, Obtain approval for disbursements and ensure that expenditures do not exceed available cash, Reconcile payments and general ledger accounts, Reconcile GST accounts and prepare GST returns following federal legislation.

Property Taxation, Utilities and Accounts Receivable

Prepare annual tax notices, utility billings, cemetery and other invoices for services according to established rates, Maintain electronic accounts for property taxes, utility accounts, and general accounts receivable, Respond to related inquiries, Administer the pre-authorized payment plan account set up, maintenance and processing, Ensure accurate and timely application of penalties and interest charges on accounts following the BC Community Charter, Ensure accurate and timely remittance of provincial school, police, regional and other authorities collected funds, Prepare tax sale documentation and notices and assist with the tax sale. ** Cemetery**

Maintain electronic cemetery accounts, Verify accuracy of cemetery documentation, Maintain records of plots, interment rights contracts, interment authorizations, maps and all related documents, Ensure compliance with legislated care funds and other cemetery financial regulations.

General Ledger

Prepare monthly bank reconciliations, Prepare journal entries for approval and posting, Assists with reconciliation of general ledger accounts, Assists with reconciling project related accounts and preparing project financial reporting for departments and grant requirements, Maintains files of construction and/or purchase of capital assets, Prepares water financial reconciliations, reporting, invoicing and submissions to the RDKB, Prepares Stats Canada and other statistical reports and surveys, Assists with year-end reconciliations and preparation for the annual external audit, Assists external auditors with verification of general ledger account balances by providing supporting backup documentation.


Answer incoming telephone calls and redirects to the appropriate person, Provide information and other assistance to the public, Perform cashier duties, reconcile payment receipts and cash, prepare deposits and deposit cash to bank daily, Prepare the monthly newsletter, notices and event posters, Monitor and update the website and Facebook as required upon content approval by the CAO, Maintain facility rental schedules and coordinate janitorial functions, Maintain electronic and physical files according to Records and Information Management System, Coordinate Council, Board of Variance and other meetings and hearings and prepare minutes, agenda, correspondence and notifications, Pickup mail from post office daily and process all correspondence, Prepare business licenses, Prepare development and development variance permits for the review and approval of the approving officer and files registrations with Land Titles office, Make travel and accommodation arrangements for Council and staff, Monitor and maintain office stationery and supplies, Responsible for photocopier maintenance and supplies, Prepare correspondence for others when required, Process outgoing mail and courier correspondence, Upload security system data weekly.


Follows all policies, procedures and standards of the Village of Fruitvale, May perform portions of the work of other classified positions occasionally as required or assigned, Performs other related duties as assigned from time to time


The duties and responsibilities listed above are not set forth for the purpose of limiting the assignment of work and are not to be construed as a complete list of duties normally to be performed under a job title or those duties temporarily performed outside the normal line of work. The incumbent will routinely encounter information associated with the privacy of individuals or that is sensitive in nature; accordingly, confidentiality must be always maintained.

Day range: Monday to Friday

Shift: 8 hour shift Ability to commute/relocate:

FRUITVALE, BC: reliably commute or plan to relocate before starting work (required) Experience:

sales: 1 year (preferred) Customer service: 1 year (preferred)

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