Accounting Clerk 1

Accounting Clerk 1 – We Wai Kai

Who We Are
We, the We Wai Kai, embrace our language and culture to build a proud, healthy, safe, and self-sufficient community. We support and encourage each other to thrive through following the footsteps of our ancestral history, as stewards of our lands and waters, while balancing our role in modern day society.

Today, we are proud of our efficient government operations, ensuring a high quality of life for our members. To enhance this, we are also focused on existing and emerging economic development opportunities that will position us for continued growth and re-investment in our community. We pride ourselves on being a strong, self-sufficient Nation and look forward to what the future holds.

Position Overview
Reporting to the CFO, the Accounting Clerk 1 is responsible for supporting the day-to-day financial operations of We Wai Kai Nation, with a primary focus on Accounts Payable processing and general bookkeeping functions. This position plays an important role in ensuring accurate financial data entry, timely vendor payments, and well-organized financial records.

The Accounting Clerk 1 will also provide cross-functional support and coverage across other finance functions, including Payroll and Accounts Receivable, contributing to efficient operations and continuity across the finance team. This role is well-suited for a developing bookkeeper who is technically capable, adaptable, and interested in professional growth.

This job description provides a general overview of the duties and responsibilities of the Accounting Clerk.

Responsibilities
Accounts Payable

• Receive, review, verify, code, and enter vendor invoices into the financial system.
• Ensure invoices are matched with purchase orders, receiving documentation, and approvals as required.
• Confirm invoices comply with Nation policies and financial procedures.
• Maintain accurate vendor files and supporting documentation.
• Prepare Accounts Payable payment batches and ensure payments are processed accurately and on schedule.
• Coordinate payment timelines and ensure appropriate approvals are obtained prior to issuing payment.
• Respond to vendor inquiries and resolve invoice discrepancies in a professional and timely manner.
• Reconcile vendor statements and follow up on outstanding credits, missing invoices, or disputed charges.

General Accounting & Bookkeeping Support

• Ensure source documents are accurately entered into the financial system.
• Assist with General Ledger coding accuracy and prepare basic journal entries as assigned.
• Assist with reconciliations of assigned accounts, including vendor accounts and clearing accounts.
Feb 2025 2
• Maintain bookkeeping for Cape Mudge cigarette accounts (or other assigned program accounts).
• Support accurate recordkeeping and audit readiness through consistent documentation standards.

Payroll Support (Cross-Training / Backup)

• Provide clerical and administrative support to payroll processes as required.
• Assist with tracking approved payroll documentation (timesheets, leave forms, benefit changes).
• Assist in maintaining secure filing and documentation related to payroll records.
• Support payroll coverage during absences as directed by the CFO (training will be provided).

Accounts Receivable & Cash Receipt Support (Cross-Training / Backup)

• Assisting with customer/client invoicing and receipt tracking.
• Assist in preparing deposits and supporting cash receipt documentation.
• Assisting with Accounts Receivable follow-up and maintaining accurate AR records.
• Supporting internal departments with billing and payment-related inquiries.

Reporting & Month-End Support

• Assist with month-end tasks such as reconciliations, documentation gathering, and filing.
• Support internal reporting needs related to AP activity, invoice tracking, and spending summaries.
• Identify and report coding issues, missing approvals, or irregularities to the CFO.

Process Improvement & Systems Support

• Support continuous improvement of finance workflows to increase efficiency and accuracy.
• Participate in process improvement initiatives such as AP automation, workflow approvals, and digitization of files.
• Assist with developing and maintaining checklists and written procedures to support cross-training and coverage.
• Support finance software changes and system upgrades, including ERP improvements.

Confidentiality & Privacy

• Maintain strict confidentiality of financial and personal information.
• Ensure financial documents are securely stored and accessed only by authorized personnel.
• Follow all Nation policies related to privacy, confidentiality, and records management.
• Handle sensitive financial data with integrity, discretion, and professionalism.

Collaboration & Team Support

• Work collaboratively with Finance team members to ensure consistent practices and strong coverage.
• Communicate respectfully with vendors and internal departments regarding invoices, documentation, and approvals.
• Assist other Finance team members during peak periods or staff absences.
• Contribute to a positive, team-oriented environment focused on shared success and service excellence.

All employees working for We Wai Kai Nation are required to work collaboratively and supportively to achieve the overall goals of the Nation. As such, employees are expected to work outside of their own jobs and job descriptions from time to time to achieve the goals of the organization. Job duties and work schedules may be changed from time to time to achieve these goals.

Confidentiality and Privacy
In the course of working for the Nation, employees may become aware of confidential business and personal information, including information about other employees and community members. This information may not be disclosed without prior written permission. All employees must be aware of and adhere to the applicable privacy and confidentiality policies and procedures of the Nation.

Key Contacts

• Vendors
• CFO and other Finance staff
• Executive Director
• Department managers and staff

Qualifications

• Post-secondary accounting coursework is an asset.
• Minimum 2–4 years of experience in bookkeeping, Accounts Payable, or an accounting clerk role.
• Working knowledge of Accounts Payable processes and financial controls.
• Strong computer skills and intermediate to advanced knowledge of MS Office.
• Ability to manage deadlines and maintain accuracy in a fast-paced environment.
• Strong organizational skills, attention to detail, and reliability.
• Ability to work independently and collaboratively as part of a team.
• Clean criminal record check.
• Experience using Adagio accounting software is an asset.
• Experience with finance system upgrades, ERP implementation, or workflow automation.
• Experience working in First Nations administration, funding environments, or government reporting contexts.
• Familiarity with AP automation, paperless documentation systems, and process improvement initiatives.
• Understanding of Indigenous Services Canada (ISC) funding environments and reporting.

Personal Attributes
The ideal candidate will have a strong bookkeeping foundation and a willingness to learn and grow professionally. They will be adaptable, flexible, and comfortable working in a changing environment, with a strong work ethic and a high level of accountability. The successful candidate will demonstrate professional communication skills, a customer service mindset, and a team-oriented approach, including a willingness to support cross-coverage responsibilities. Sound judgment and the ability to maintain confidentiality when handling sensitive financial and personal information are imperative.

Physical Requirements and Working Conditions
This position is nominally scheduled to work Monday to Friday dayshift but will occasionally require flexibility and additional time to deliver its leadership mandate. Works independently and collaboratively inclusive of regular supervision.

Hourly Wage: $31-33 per hour
Job Type: Full-time, permanent

Please submit your resume and cover letter to careers@wewaikai.com.

We Wai Kai Nation is an equal opportunity employer and is committed to fostering an inclusive, respectful, and barrier-free workplace. We welcome applications from all qualified individuals.

As permitted under applicable law, We Wai Kai Nation gives preference to qualified Indigenous applicants. Applicants are encouraged to self-identify in their application.