Position:               Finance Department Assistant

ISSofBC Welcome Centre – Vancouver

Temporary, full-time (maternity relief) position starting as soon as possible until April 2024 or pending return of incumbent

SUMMARY:

Provides administrative, clerical and data entry support for the Finance Department. Assists in the processing of accounts payable through online payment approval portal, verifications, payments, and digital filing. Coordinate activities of all meetings for department staff, suppliers, and finance committee. Manager the office supplies ordering system and department office supplies inventory.

REPORTING TO:   Director – Finance

RESPONSIBILITIES:

1. Provide administrative and clerical support work to Finance Department, various projects, and business processes, such as:

  • System and Excel data entry, scanning, and copying.
  • Managing incoming and outgoing mail, collating documents and record activities as required.
  • Organizing, scheduling, setting up and preparing internal and external meetings.
  • Organizing, scheduling, setting up and preparing internal and external training sessions.
  • Recording and taking meeting minutes as required.
  • Managing general department enquiry and relaying information to Finance Team.
  • Coordinate all activities relating to the room booking, supplies and setup of all meetings for department staff, suppliers, and finance committee.
  • Manage department office supply and place orders as required.

2. Assist Accounts Payable Administrator in process payables.

  • Verify correctness of documents such as invoices, receipts, bills, cheques, etc. for completeness of supporting documents, arithmetic, and approvals.
  • Preparing Electronic Fund Transfer file for uploading.
  • Process printing and mailing of cheques following established procedures. Ensure that each cheque sent for signature has valid supporting documents.

3. Mange the operation of the Staples Office Supply ordering system.

4. Assist in the administration, transaction reconciliation and data posting of the Corporate Credit Cards.

5. Assist in the administration and content management functions of the Finance Centre in SharePoint.

6. Assist in proofreading and error checking of Finance documents and worksheets.

7. Assist Finance Director in updating the Finance Policy and Procedure manual as required.

8. Assist Finance Director in managing the food cash distribution and bank deposits as required.

9. Provide short-term back-up in the absence of Accounts Payable Administrator.

10. Record and process data on photocopying costing to determine usage and cost.

11. Performs other related duties as assigned.

QUALIFICATIONS:

Post-secondary training to a minimum of accounting level 2, supplemented by at least 1-year office experience OR an equivalent combination of education, training, and experience acceptable to the employer.

SKILLS & ABILITIES:

  • Ability to communicate fluently in both written and oral English.
  • Demonstrated ability to deal effectively and courteously with staff, vendors, clients, and the public who may come from differing cultural and linguistic backgrounds.
  • Strong analytical skill and attention to detail.
  • Demonstrated proficiency in Sage 300, all aspects of MS Office, and Payworks and the ability to acquire competency in new software.
  • Ability to set and maintain boundaries.
  • Demonstrated capability to respond and adapt to changes in priorities and to function will in a service-oriented team setting.
  • Ability to possess and maintain a clear Criminal Record Check.
  • Ability to perform the duties of the position.

ISSofBC’s mission and values emphasize inclusivity and recognition of individuals’ unique talents. In recruiting and developing our staff, we see strength in diversity of backgrounds, lived experiences, and identities. We welcome and encourage applicants who bring new perspectives and experiences to our team. 

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Applications must include “2023-Admin-01” in the subject line and can be sent to: jobs@issbc.org

Closing Date:  by 4pm, January 20, 2022

Role Salary Range:  $21.03 – $27.49 per hour

Expected Starting Range:  $21.03 – $22.32.  Dependent on education, training, experience, and internal equity.  Wage grids are reviewed annually. 

Applicants must be eligible to work in Canada. We thank all applicants; however, only those shortlisted will be contacted for an interview.

 

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