Finance Assistant

Company: K.L. Martin & Associates Corp. (KLMC)

Finance Assistant 
General Description 
The Finance Assistant provides administrative and financial support to the Finance 
Department for K.L. Martin & Associates Corp. (KLMC) and First Nations Engineering 
Services Ltd. (FNESL). This is an entry-level position ideal for an individual seeking to 
gain experience in accounting and financial administration. 
Working under the direction of the Finance Manager, the Finance Assistant supports the 
day-to-day financial operations of the organization including data entry, accounts 
payable, accounts receivable, payroll support, financial record maintenance, and general 
administrative duties. 
The Finance Assistant plays a vital role in ensuring financial records are accurate, 
organized, and processed in a timely manner, while maintaining strict confidentiality with 
all financial and personnel information. 
Responsibilities: 
The following duties represent the primary responsibilities of the position. This list is not 
exhaustive but provides a general outline of the expectations associated with the role. 
Financial Administration & Data Entry 
• Perform accurate data entry of financial information into accounting software and 
internal databases. 
• Maintain organized digital and physical financial filing systems. 
• Assist with the preparation and maintenance of financial records, summaries, and 
reports. 
• Assist the Finance Manager with general financial administration tasks. 
• Ensure all financial information is processed and stored in accordance with 
company policies. 
• Maintain strict confidentiality regarding financial, employee, and company 
information. 
Accounts Payable 
• Assist in the processing and entry of accounts payable invoices and expense 
reports. 
• Verify invoices for accuracy and ensure proper approvals are obtained prior to 
payment. 
• Maintain vendor files and assist with adding new vendors to the accounting 
system. 
Job Description   
Finance Assistant 
• Assist with weekly or scheduled cheque runs and electronic payments. 
• Process credit card statements and assist with reconciliation. 
• Maintain supporting documentation for all payable transactions. 
Accounts Receivable 
• Assist with the preparation and processing of client invoices. 
• Maintain records of invoices and payment receipts. 
• Issue monthly accounts receivable statements for outstanding accounts. 
• Assist in tracking overdue accounts and preparing follow-up communications 
when required. 
• Maintain job numbers and client billing records within the accounting system. 
Payroll Support 
• Maintain strict confidentiality of all payroll and personnel information. 
• Input employee timesheets and payroll data into the payroll system. 
• Assist with payroll processing through the company’s payroll service provider. 
• Review payroll reports to verify accuracy prior to payroll release. 
• Assist with issuing employee pay stubs. 
• Assist with preparation of T4s, Records of Employment, and payroll 
documentation. 
• Act as a liaison between staff and payroll service providers when necessary. 
Banking & Financial Reconciliation 
• Assist with preparation of bank deposits. 
• Assist with bank and credit card reconciliations. 
• Assist with entering general journal entries when required. 
• Support the Finance Manager with month-end and year-end financial processes. 
Financial Reporting Support 
• Assist in preparing internal budget summaries and financial reports. 
• Support the preparation of monthly financial reports for management. 
• Assist with gathering documentation required for financial reviews or audits. 
• Assist with maintaining financial tracking spreadsheets and reporting tools. 
Administrative Support 
• Provide general administrative support to the Finance Department. 
• Assist with organizing financial documents for internal reporting and project 
tracking. 
• Assist with maintaining internal financial procedures and document control. 
• Support continuous improvement of financial processes and administrative 
systems. 
2 of 3 
Job Description   
Finance Assistant 
Knowledge/Skills: 
• Entry-level position: 1-2 years experience in accounting support, bookkeeping, 
or office administration is an asset. 
• Basic understanding of accounting principles (GAAP). 
• Strong data entry accuracy and attention to detail. 
• Ability to maintain strict confidentiality. 
• Proficiency with Microsoft Excel, Word, and Office applications. 
• Experience with accounting software is considered an asset. 
• Strong organizational and time-management skills. 
• Ability to work independently as well as collaboratively within a team 
environment. 
Basic Requirements:  
• Post-secondary education in Accounting, Business Administration, or Finance 
preferred. 
• Equivalent combination of education and relevant work experience will be 
considered. 
• Valid Ontario “G” Driver’s License and access to reliable transportation. 
• Ability to maintain confidentiality regarding company projects and internal 
operations. 
Additional Duties: 
This position is primarily office-based and operates within standard business hours. 
Occasional flexibility may be required during payroll processing periods or month-end 
financial close. The Finance Assistant may also be required to perform additional duties 
as assigned by the President, Finance Manager, or Director of Operations in support of 
the overall operations of the organization.