Position Summary
Under the supervision of the Executive Director, the Office Administrator is responsible for maintaining financial, accounting and administrative services to support the operations of Food Banks Alberta.
Duties and Responsibilities of the Position
Within the limits of the Association programs, policies and procedures, and in consultation with the Executive Director, the Office Administrator has the authority to perform the duties as listed below:
1. Accounts Payable
a) Assume responsibility for establishing and maintaining accounts
b) Record transactions accurately and enter into the accounting system
c) Prepare, process and print all cheques
d) Prepare and process invoices
e) Post and process financial transactions, ensuring accurate and up to date records of all transactions
f) Make bank deposits as required
g) Complete Bank Reconciliations
2. Accounts Receivable
a) Manage internal accounts
b) Invoicing
c) Post and process monies received
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
c) Complete year end auditing reports and records (in partnership with the Association Treasurer and Auditors)
4. Payroll
a) Administer HR software/payroll system
b) Process payroll through the accounting system
c) Submit payroll remittance
d) Prepare and issue Record of Employment
e) Prepare and issue T4s
5. Administration of Association Events and Promotion:
a) Act as the primary liaison for all administrative and financial operations at FBA events
b) Update and maintain the association website
c) Develop and maintain promotional materials and documents
d) Administer the Association monthly newsletter
6. Member Management:
a) Act as point of primary contact for all member food bank inquires and correspondence
b) Maintain member database
c) Administer member applications and renewals
d) Collect and compile member statistics
Qualifications, Skills and Abilities
· Minimum of two or more years of administrative experience in a not-profit 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
Job Type: Part-time
Part-time hours: 25 per week
Salary: $33.00-$36.00 per hour
Benefits:
- Casual dress
- Dental care
- Extended health care
- Flexible schedule
- On-site parking
- Paid time off
- Vision care
Schedule:
Ability to commute/relocate:
- Leduc, AB T9E 0K3: reliably commute or plan to relocate before starting work (required)
Education:
- AEC / DEP or Skilled Trade Certificate (preferred)
Experience:
- Not for Profit: 2 years (required)
Work Location: In person
