Taxation & Finance Clerk
POSITION SUMMARY
Working under the direction and supervision of the Taxation Administrator and Finance Manager, the Clerk supports general office administration, data entry, records management, correspondence, document processing, taxpayer records, invoices, receipts, electronic funds transfer documentation, Social Housing rent payment monitoring and collection, collection notices, and meeting administration. The Clerk provides front-line service to community members, taxpayers, vendors and visitors and helps ensure records and administrative processes are accurate, organized, confidential and completed on time.
This is a supervised support role. The Clerk does not independently make financial or taxation decisions, interpret taxation requirements, approve expenditures, authorize payments, change banking information or complete complex accounting functions.
KEY RESPONSIBILITIES
Key duties include:
- Answering and directing calls, emails and general inquiries; greeting visitors; receiving and distributing mail; and scheduling routine appointments and meetings.
- Drafting, formatting, proofreading, scanning, copying, filing and distributing routine correspondence, notices, forms and information packages using approved templates.
- Maintaining organized electronic and paper filing systems, confidential records, contact lists, document trackers, current forms and records prepared for storage or archiving.
- Entering and updating approved taxpayer, property, vendor, invoice, receipt, payment and contact information in departmental systems.
- Supporting taxation administration by maintaining files, preparing mail-outs and tax notices, recording payments as directed, issuing receipts, tracking returned mail, deadlines and routine account documentation.
- Receiving and organizing invoices and supporting documents, assisting with spreadsheet updates, maintaining accounts payable and receivable files, and tracking items awaiting approval or additional information.
- Supporting vendor and EFT administration by providing approved forms, checking submissions for completeness, securely filing information and referring banking changes for verification.
- Monitoring and collecting Social Housing rent payments, issuing receipts, following up on outstanding balances and preparing collection notices as required and directed.
- Preparing payment and deposit documentation for review, matching records to supporting documents and referring discrepancies to the appropriate supervisor.
- Providing meeting support, including invitations, room bookings, agendas, materials, routine notes or minutes, action-item tracking and file maintenance.
- Protecting confidential financial, taxation, banking, employee and community-member information and immediately reporting privacy or security concerns.
- Following established procedures, internal controls and limits of authority, and seeking direction whenever a matter is unclear, unusual or outside the Clerk’s training or authority.
CORE COMPETENCIES
- Willingness to Learn: Accepts instruction, applies feedback and develops new skills.
- Accuracy & Attention to Detail: Carefully enters information, prepares documents and maintains records.
- Organization: Manages assigned tasks, routine deadlines and orderly filing systems.
- Confidentiality & Integrity: Protects sensitive financial, taxation, banking and personal information.
- Reliability & Accountability: Completes assigned work, communicates concerns promptly and asks for assistance when needed.
- Respectful Service & Communication: Provides clear, courteous and professional service in person, by telephone and in writing.
- Teamwork: Works cooperatively with the Taxation Administrator, Finance Manager and other employees.
EDUCATION & EXPERIENCE
Required
- Grade 12 graduation or equivalent.
- Basic computer, typing, data-entry, math and numerical skills.
- Ability to use or learn Microsoft Word, Excel, Outlook and electronic filing systems.
- Good organizational and time-management skills, with the ability to follow written and verbal instructions and established procedures.
- Ability to communicate respectfully and professionally and provide courteous front-line service.
- Sound judgment and a demonstrated ability to maintain confidentiality.
- Willingness to learn administrative, Finance and Taxation processes.
Previous Finance, taxation or accounting experience is not required.
Assets
- Previous administrative, reception, office or customer service experience.
- Basic bookkeeping or accounting coursework.
- Experience with data entry, correspondence, electronic records, filing systems, accounting software or confidential information.
- Experience working within a First Nation government or community organization.
Equivalent combinations of education, training and experience may be considered.
HOW TO APPLY
Interested candidates are invited to submit a cover letter and résumé outlining their qualifications and interest in the position.
Email all applications, attention Mary Jane Garzon, to hrapplications@stautw.ca.
Tsawout First Nation is committed to building a workforce that reflects the community it serves. In accordance with Section 41 of the BC Human Rights Code, preference may be given to qualified Indigenous applicants, including Indigenous, Métis, and Inuit candidates.
All applicants are encouraged to self-identify in their application if they choose. Hiring decisions will be made based on merit, qualifications, and organizational needs, while supporting SȾÁUTW̱ First Nation’s commitment to Indigenous employment and self-determination.
OTHER FACTORS
Culture/Language
Respect for and working knowledge of the W̱SÁNEĆ culture and SENĆOŦEN language is required.
Personal Attributes
The Taxation & Finance Clerk maintains strict confidentiality in performing their duties and demonstrates the following personal attributes: Respect, Empathy, Strength, Pride and Equality.
Our benefits package includes:
- Medical insurance
- Dental insurance
- Vision insurance
- Long-term disability insurance
- Life insurance
