Job Description

:

Accounts Payable/Administrative Assistant

Department of Functional Area:

Finance

Reports To:

Finance Office Manager

This position plays a key role in supporting the finance team with day-to-day operations--primarily focusing on accounts payable, donation-related deposits, and general office administration to help the team stay organized and efficient.

This is not a complete list of this position's duties and responsibilities. The items below are examples of the types of activities performed. Other duties may be assigned.

Duties & Responsibilities:

Accounts Payable:

Invoice Processing:

Receive and review invoices for accuracy and completeness. Match invoices to purchase orders and follow up on missing approvals. Code invoices and upload them to the accounting system with appropriate documentation. Assist with preparation of payables batches for review and approval. Maintain vendor records and support timely payments. Support the finalization of payments by assisting with the mailing and filing of cheques and related documentation. Assist with month-end or weekly reporting related to payables.
Expense Management System:

Monitor and manage user activity within the expense management system. Support staff with expense claim submissions and troubleshooting. Review submitted expenses for completeness and policy compliance, ensuring all required receipts and supporting documentation are included. Coordinate with supervisor for monthly reconciliation and credit card reporting.
Deposit Preparation:

Prepare deposits related to donations (cheques, EFTs, cash) in coordination with the finance team. Group, scan, and log donation deposits with proper categorization, and upload deposit slips to the shared folder. Ensure accurate and timely deposit delivery to the bank. Assist with printing deposits and remittances received via email from various locations.
Administrative Support:

General Office Duties: Answer phones (shared), help answer the office buzzer (shared), assist with mail opening, scanning, and document filing. Office Operations: Help maintain organized digital and physical financial files; assist in ordering office supplies and monitoring inventory. Project & Event Support: Assist with seasonal events, finance-related initiatives, and special projects as requested.

Budgetary:

Actively support ministry fundraising efforts by participating in local events, promoting ministry initiatives, and representing the organization in a way that invites community engagement and support.

Schedule:

Monday - Friday 8:00-4:00pm

Qualifications:

1-2 years of experience in general office or finance administration (nonprofit experience preferred). Strong attention to detail and high level of accuracy. Proficiency in Microsoft Office Suite (Excel, Outlook, Word). Experience with accounting systems (e.g., Xero) and/or expense software (e.g., expense management system) is an asset. Comfortable handling confidential and sensitive information. Excellent organizational, communication, and interpersonal skills. A compassionate and understanding approach, aligned with the values and mission of Adult & Teen Challenge.

Work Environment:

83 Kate Street, Winnipeg MB, Shared Office Setting.

Job Types: Full-time, Fixed term contract
Contract length: 6 months

Pay: From $45,000.00 per year

Ability to commute/relocate:

Winnipeg, MB R3A 1J9: reliably commute or plan to relocate before starting work (required)
Work Location: In person