Job Description

Please note that this position is in office.

Established in 1992, Sandgate Women's Shelter of York Region Inc. is a feminist, anti-violence, and anti-oppression organization that strives to meet the needs of all women and their children in an inclusive and respectful manner.

Overview

Reporting the Executive Director and the Business Manager, the Administrative Assistant will help to implement, plan and administer the smooth functioning of the office and key support to the Business Manager with payroll duties. This role will co-ordinate and manage the agency wide administrative function in collaboration with relevant personnel to ensure an effective model of operation. All aspects of the position will be performed from an integrated anti-racist and anti-oppression feminist perspective and in keeping with the goals and objectives of the agency. Sandgate Women's Shelter of York Region Inc.'s mission is to provide all persons who identify as women and their children with shelter, support, and information so that they can take steps towards ending violence in their lives.

Administrative Responsibilities

Assist with the process and completion of bi-weekly payroll, maintain employee payroll records,

Provide payroll related reporting to the business as required,

Prepare ROE's and annual T4 slips,

Assist with accounts payable process including posting invoices, producing cheques, and supporting documents for signatures,

Issuing receipts, including charitable receipts,

Assist with account reconciliation and month end processes and monthly financial reports,

Managing petty cash for the office, reception duties including answering inquiries via email, phone, and in person,

Responsible for various bank transactions as required,

Work out the weekly PNA and grocery funds for clients at each shelter,

Ensure the correct cash disbursements for PNA and grocery allotment for clients,

Provide administrative support to the Executive Director as required (e.g., correspondence, filing, photocopying etc.),

Maintain and correspond with outside providers for all office equipment,

Responsible for purchasing groceries, office supplies and maintaining inventory for the Administrative building and Shelters in collaboration with the relevant personnel

Coordinate incoming and outgoing mail,

Research of various quotation requests,

Organize, provide support, and take and file minutes for staff and management meetings,

Management of applicable calendars & scheduling of the Administrative Boardroom,

Provide in-person and telephone reception to persons accessing the administration line and the office of the Executive Director,

Attend relevant meetings,

Post and respond to social media content in coordination with Community Programs Manager,

Assists in updating and/or redesigning company website as necessary as well as posting and updating other relevant information on the company's website as required,

Contact, communicate and troubleshoot with various service providers such as Rogers, Bell, API, Compu-SOLVE any technical issues related to the admin building and shelters,

Responsible for the weekly cleanliness and organization of the Administrative Office,

Assume other tasks and activities as required.

Qualifications and Experience

. Post secondary education in a related field and a minimum of 5 years relevant experience,

Knowledge and experience using accounting systems, Ceridian and or QuickBooks an asset,

Knowledge and experience of GL accounting processes,

Knowledge and experience working in a unionized environment,

Experience with Microsoft Office Suite: Word, Excel, Outlook, Teams

Excellent interpersonal, verbal, and written communication skills,

Skilled in general office administrative duties including reception, clerical, recording and reporting systems,

Computer fluency in relevant software programs and relevant computerized programs,

Knowledge and experience with social media platforms,

Demonstrate the ability to troubleshoot technical issues that arise with computer, software and hardware and other office equipment and liaise with relevant internal and external stakeholders to resolve issues,

Multi-task functioning with ability to work independently and as a team member,

Compliance with all organizational policies, procedures, practices, and philosophies,

Commitment to a promotion of a woman-centred service within a feminist analysis in all aspects of work,

. Work collaboratively with other staff members to ensure agency efficiency,

. Work includes information/tasks of confidential and a sensitive nature,

Flexible schedule including occasional evenings and weekends,

Respect for and valuing of community diversity,

Commitment to continuing education on women's issues, with particular emphasis on violence against women,

Work within an anti-racism/anti-oppression framework,

Ability to challenge current system and co-workers and resolve conflict,

Attendance at relevant meetings and events,

Ability to liaise effectively with the public and community resources,

Keep work environment safe, clean, and welcoming,

Maintain strict confidentiality in all aspects of job (written/verbal/implied),

Positively represent the organization in every action taken on behalf of the organization (by telephone, in person, and/or written communication),

Valid driving license, valid work-related insurance, and reliable vehicle,

Fluency in a second language preferred,

Clear Vulnerable Sector Screening from local Police Force

Job Type: Full-time

Pay: $25.00-$30.00 per hour

Benefits:

On-site parking
Ability to commute/relocate:

Sutton West, ON: reliably commute or plan to relocate before starting work (required)
Education:

Secondary School (preferred)
Experience:

Administrative experience: 3 years (preferred) Front desk: 3 years (preferred)
Work Location: In person