Position Title: Office and Financials Administrator 

Reports To: Executive Director 

Employment Terms: Full-Time (35 hours per week), schedule determined by Executive Director 

Position Summary 

Under the supervision of the Executive Director, the Office and Financials Administrator is responsible for maintaining accurate financial and administrative services to support the operations of BGC Leduc. Primary responsibilities include implementing financial procedures, recording and reporting on Club finances, and safeguarding all funds. Secondary responsibilities include managing the Club’s program registration process, including client records, volunteer commitments, and payment tracking. 

Duties and Responsibilities 

Within the limits of BGC Leduc’s programs, policies, and procedures—and in consultation with the Executive Director—the Office and Financials Administrator is authorized to perform the following duties: 

Accounts Payable 

• Establish and maintain vendor accounts 

• Record transactions accurately in the accounting system 

• Prepare, process, and print cheques 

• Prepare and process invoices 

• Post and reconcile financial transactions in a timely manner 

• Support year-end audit preparation and documentation (in partnership with the Club Treasurer and auditors) 

• Make bank deposits as required 

• Complete bank and credit card reconciliations

Accounts Receivable 

• Manage customer and member accounts 

• Support members with payment plans as needed 

• Prepare and issue invoices 

• Post and process all incoming payments 

• Support year-end audit preparation and documentation (in partnership with the Club Treasurer and auditors) Financial Reporting 

• Full-cycle bookkeeping 

• Maintaining a chart of accounts 

• Prepare for, participate in and support the annual audit process 

• Prepare and present monthly financial reports to the Board of Directors 

• Generate additional financial reports as requested by the Executive Director 

• Assist with tracking departmental budget submissions and timelines 

Payroll Administration 

• Monitor staff electronic timesheets 

• Process payroll through the accounting system 

• Submit payroll remittances to the Canada Revenue Agency 

• Prepare and issue Records of Employment (ROEs) 

• Prepare and issue T4s annually 

Club Events and Fundraiser Administration 

• Act as the primary liaison for administrative and financial aspects of events and fundraisers 

• Coordinate and allocate volunteers as required 

• Manage financial processes for ticket sales, registrations, and sponsorships 

• Prepare and submit all required Alberta Gaming, Liquor and Cannabis (AGLC) reporting 

Program Registration Support 

• Update and maintain all program registration documents 

• Receive and record program registrations in an organized manner 

• Maintain accurate member records 

• Process and issue receipts for payments, refunds and payment plan implementation 

• Monthly reconciliation of membership fee transactions 

Qualifications, Skills and Abilities 

• Minimum two years of administrative experience in a professional office environment 

• Proficiency with QuickBooks Online (or similar accounting software) 

• Strong computer skills, including Microsoft Office and online databases 

• Highly organized and detail-oriented 

• Excellent verbal and written communication skills 

• Calm, reliable, and adaptable under pressure 

• Ability to work independently and manage shifting priorities 

• Ability to maintain confidentiality and professional conduct

• Team-oriented with the ability to take direction and collaborate

Reporting Relationships 

This position reports directly to the Executive Director and interacts regularly with the BGC Leduc Board of Directors, team of staff, Club members, and the general public. 

Additional Requirements 

All successful candidates will be required to complete: 

• A Criminal Record Check 

• A Child Intervention Record Check 

• Recent employer reference checks 

Compensation and Benefits 

• Hourly wage: $24.90 – $29.90 (based on experience and qualifications) 

• Paid personal time off (annually accrued) 

• Comprehensive employee benefits package 

• RRSP matching contribution 

• Complimentary BGC Leduc membership for the successful candidate’s child(ren), if applicable 

Grid Placement Considerations 

• Relevant education in bookkeeping, accounting, or financial management (mandatory) 

• Previous experience in a not-for-profit setting (asset) 

• Residency in Leduc (preferred) 

• Experience with AGLC licensing and reporting (asset) 

• Experience issuing CRA tax receipts (asset) 

Ready to Apply? 

• Please submit your cover letter and resume via email to our Executive Director: Cassy Nelson executivedirector@bgcleduc.ca