Job Description:

Job Type: Full-time, TERM (Maternity Leave – ending March 2026)
Hours of Work – 8:30 – 4:30 pm Monday – Friday (37.5 hours/week)
Compensation: $23.26 – $28.26 (as per the Non-Union Employee By-law 2023-21)

Job Summary: Reporting to the Chief Financial Officer, the Utilities & Receivables Clerical Assistant provides support to the operations of the municipal office by; managing utility accounts, overseeing the preauthorized utility payment program, balancing cash, maintaining and processing accounts receivable, and providing general coverage for other administrative duties as required.

Duties and Responsibilities:

•Manage utility accounts by;
oEnsuring quarterly reconciliation with data collected electronically from each residence,
oUploading quarterly utility information from the financial reporting system to the handheld units for water readings, then downloading the data collected by utility staff from residents back into the financial reporting system,
oReviewing quarterly transactions for any anomolies, obvious incorrect, or extremely high utility charges,
oPrinting, stuffing and mailing quarterly hardcopy utility bills,
oResponding to resident/customer inquires regarding utility payments, charges and/or changes.

•Oversee the “Preauthorized Utility Payment Program” (PUPPs) by;
oRunning the PUPPs program and processing direct payments to the RM bank account,
oMaintaining a spreadsheet of PUPPs transactions and comparing data to information contained in the financal reporting system,
oAssisting residents applying for the PUPPs program by collecting pertinent information, entering data into the system and providing resident with written confirmation,
oFollowing up with residents regarding situations of “non-sufficent funds” in pre-authorized accounts,
oCommunicating with law offices and others when issuing final utility bill for residents with title changes and establishing new accounts from Land Titles information,
oTransferring unpaid utility charges annually to residents’ tax bill and creating the required journal entries,
oProviding monthly report on RM utility usage including; consumption levels, “low” readings and “no” readings,
oRecording all RF box installations on existing water accounts.

•Balance cash as required by;
oReviewing payments received by cash, cheque or debit machine,
oPreparing bank deposit and post-dated cheque batches,

oEntering information into financial reporting system as required,
oBalancing and maintaining subsiduary ledgers (such as cut permits, lot grades and letters of credit),
oPreparing monthly bank reconciliations,
oCalculating interest earned on reserve accounts and preparing reallocation journal entries.

•Maintain and process Accounts Receivable by;
oProcessing invoices in the reporting system as required,
oGenerating and maintaining receiveable descriptors (short-codes),
oGenerating and sending overdue notifications (letters) for outstanding receivables as required,
oBalancing receivables monthly,
oAdvising Manager of invoices deemed non-collectable,
oTransferring overdue receivables to taxes as authorized.

•Perform other duties as assigned including;
oAssisting with mass hardcopy mail-outs,
oProviding general coverage (backup) for other clerical assistant and administrative duties as required.

Knowledge, Skills, and Abilities:
•Working knowledge of Microsoft Word, Excel, Outlook and PowerPoint with experience or the ability to learn additional software.
•Working knowledge of accounting procedures.
•Knowledge of business/office procedure and methods including communications, office systems, and record keeping.
•Basic knowledge of municipal administration would be an asset.
•Knowledge of business communication; including style and format of letters, reports and email.
•Effective interpersonal, written and verbal skills.
•Experience in providing effective service to customers/the public.
•Demonstrated ability to work effectively within a team/other colleagues.
•Ability to process and record large volumes of information accurately.
•Strong organizational skills.
•Ability to maintain confidentiality regarding all work-related information.
•Ability to proceed with approved objectives, establish priorities and work with a level of independence.
•Satisfactory Criminal Record Check.
•Demonstrated ability to attend work regularly and punctually.

Qualifications and Experience:
•Diploma or certificate from a recognized post-secondary institution in a business related field, or equivalent combination of education and experience.
•Minimum 2 years experience in a related position.
•Demonstrated proficiency in the use of business software, including Microsoft Word, Excel and Outlook.
•Demonstrated keyboarding skills; a minimum of 40 words per minute.
•Office experience with excellent communication and customer service skills.
•Experience in a municipal work environment would be considered an asset.

Working Conditions and Physical Demands:
•Light/office duties.
•Ongoing, daily use of computer equipment, technology, telephone & other office equipment.
•Vocal communication and hearing required for expressing or exchanging ideas and receiving/providing direction by means of the spoken word.

Submit resume in confidence;

• By mail or in person in a sealed envelope marked: APPLICATION – Utilities & Receivables Clerical Assistant Attention Carli Maxim, RM of East St. Paul, 1-3021 Bird’s Hill Rd, East St. Paul, MB R2E 1A7
• By email to: carli.maxim@eaststpaul.com For more information, please contact; Carli Maxim (204) 594-4403, Rural Municipality of East St. Paul carli.maxim@eaststpaul.com

The R.M of East St. Paul wishes to thank all candidates for their interest in this position, however, only those individuals considered for an interview will be contacted