Position Title: Administrative Assistant

Reports to: Executive Director

Conditions: Permanent Part Time (25 hours per week), hours determined by Executive Director

Position Summary

Under the supervision ofthe Executive Director,the Administrative Assistant isresponsible for maintaining financial, accounting andadministrative servicestosupporttheoperations ofBGC Leduc. Primary responsibilities include maintaining, recording and reporting on Club finances in an accurate and timely fashion. This includes implementing financial procedures, preparing financial reporting documents as requested and safeguarding all funds, including any cash. Secondary responsibilities include managing and monitoring the club’s registration process. Thus includes the managing of payments, volunteer commitments and client records.

Duties and Responsibilities of the Position

Within the limits of the Club’s programs, policies and procedures, and in consultation with the Executive Director, the Administrative Assistant has the authority to perform the duties as listed below:

1. Accounts Payable:

a) Assume responsibility for establishing and maintainingaccounts

b) Record transactions accurately and enter into the accounting system.

c) Prepare, process and print all cheques

d) Prepare and processinvoices

e) Post and processfinancial transactions, ensuring accurate and up to date records of all transactions

f) Complete year end auditing reports and records (in partnership with the Club Treasurer and Auditors)

g) Make bank deposits asrequired

h) Complete Bank Reconciliations

2. Accounts Receivable:

 a) Manage customer and member accounts

b) Assist members with payment plans

c) Invoicing

d) Post and process moniesreceived

e) Independently complete year end auditing reports and records (in partnership with the Club Treasurer and Auditors)

3. Financial Reporting

a) Prepare and present financial monthly reports for/to the Board of Directors

b) Prepare financial reports for the Executive Director as requested 4. 

Payroll:

a) Monitor staff electronic timesheets

b) Process payroll through the accounting system

c) Submit payrollremittance

d) Prepare and issue Record of Employment

e) Prepare and issue T4s

5. Administration of Club Events and Fundraisers

a) Act as the primary liaison for all administrative and financial operations at Club events/fundraisers

b) Organizes and allocate volunteers as required

c) Financially administer tickets sales, registrations and sponsorships

d) Develop and maintain promotional material, forms and registration documents

6. Volunteer Management:

 a) Advertise and administer all volunteer opportunities

b) Maintain current and accurate volunteer time logs

c) Create and convey task descriptions and expectations for volunteers

7. Program Registration:

a) Update and maintain all program registration documents

b) Receive and record program registrations in an orderly manner

c) Maintain member records

d) Process and properly record and receipt member payments

Qualifications, Skills and Abilities

• Minimum of two or more years of administrative experience in an office/professional environment

• Experience and extreme proficiency with the QuickBooks Accounting Software (experience specifically with QuickBooks Online considered an asset)

• Strong computer skills required including an aptitude for Microsoft Office, online database systems, and an ability to adapt and pick up new software systems easily and quickly

• Confident, calm, reliable and rational

• Organized and detail orientated

• Excellent communication skills, verbal and written, over the phone and email.

• The ability to work well as part of a team, take direction, feedback, collaborate, and work together.

• Ability to handle interruptions, move quickly between tasks, and prioritize/re-prioritize as situations change, is essential.

• Understands and maintains office confidentiality and professional conduct

• Works well independently and without the need for frequent instruction and supervision

Reporting Relationships

This position reports to the Executive Director but interacts frequently with the Board of Directors, members and the community at large.

Additional Comments

All successful candidates will be required to complete and supply a criminal record check, Child Welfare Investigation Screening and recent employer reference checks.

Pay Range and Other Benefits

• $24.90-27.10 hourly depending on the applicants experience and qualifications

• A competitive benefits package after 3 months probationary period

• Annual paid personal time off

• After School Membership for child(ren) should the successful candidate be interested Grid Placement Considerations

• Relevant education (bookkeeping, financial management, accounting)

• Previous experience (not-for-profit setting)

• Residency (Leduc preferred)

• Experience working with AGLC Licensing and Reporting will be considered an asset

• Experience with CRA tax receipting would be considered an asset

To Apply

Please be sure to include a detailed cover letter with a detailed resume, describing how your skills and experience match with the role requirements as stated throughout the job advertisement. Any resumes submitted without an attached cover letter may be rejected.

Please submit your application documents via email to Cassy Nelson @ executivedirector@bgcleduc.ca