Admin and Finance Assistant – Hornby and Denman Community Health Care Society

The Admin/Finance team are responsible for the day to day administration and financial activities of the Society including data management, reporting, human resources and reception. Reporting to the Executive Director, the Admin/Financial Administrators work together to maintain all necessary and appropriate records, files and processes to ensure the smooth and compliant financial operation of the Society, focusing on accuracy and efficiency.

Duties and responsibilities:

Financial Management

• Perform day-to-day financial operations such as accounts receivable, accounts payable, deposits, bank account monitoring,
• Prepare bi-weekly payroll calculations and remittances, and process monthly expenses for approximately 50 staff and contractors,
• Prepare and submit all required government remittances and reports including filing of GST and annual charity return, WorkSafe, and required employer association reports,
• Prepare and submit all T4s, T4As, and ROEs,
• Ensure the efficient and effective tracking and reporting of all contract and grant sourced funding including BC Gaming funds,
• Establish and maintain appropriate client billing and tracking systems for all fee-based programs and contribute to excellent client service by efficiently responding to client inquiries,
• Manage organizational cash flow and forecasting,
• Liaise with all external partners including contractors and consultants,
• Maintain and secure the financial files and records for the Society

Human Resources, Data and Technology

• Coordinate and administer human resource processes including hiring and departure paperwork and checklists,
• Administer staff benefit programs for unionized and nonunionized employees,
• Maintain client, donor and staff data management systems,
• Contribute to a positive workplace by efficiently responding to staff requests and inquiries,
• Manage the repair and maintenance of computer and office equipment, including liaising with an external IT service provider,

Administration

• Perform a variety of administrative duties including maintaining the office phone system, receiving and process all incoming and outgoing mail, maintaining staff ferry card system,
• Oversee scheduling and invoicing of practitioner use/events in meeting rooms,
• Greet and direct callers and visitors, respond to requests by providing information directly or directing inquiries to appropriate individuals within the organization. Assist with equipment loan cupboard requests.
• Maintain stock of office and related supplies within budget constraints.
• Create, implement and maintain systems to ensure an organized work environment,
• Represent HDCHCS in a professional and enthusiastic manner,
• Perform other duties as required and assigned

Qualifications

Education, training and experience:

Grade 12 education plus graduation from a formal Business Administration or Commerce program or equivalent experience

Professional experience of broad financial and operations management, experience in human resource management an asset

Certificates or training in financial management for non-profit organizations, human resource management, benefit administration, data analytics and IT are considered an asset

Knowledge, skills and abilities:

Ability to set priorities, develop a work schedule, monitor progress towards goals, and accurately track details, data, information and activities

Ability to establish and maintain positive working relationships

Ability to work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness

Knowledge of provincial legislation on Employment Standards, Occupational Health and Safety, Human Rights, collective agreements, an asset

Literacy in Excel, knowledge of QuickBooksOnline, Google Workspace an asset

Excellent communication skills, written and oral

A clear BC Ministry of Justice criminal records check, this will be done by the Society at time of hiring

Part-time hours: 24 per week

Application deadline: 2021-10-18

Job Type: Part-time

Salary: $23.00-$25.00 per hour

Benefits:

• Dental care
• Extended health care

Schedule:

• 8 hour shift

Work remotely:

• No