Job Description

Overview

We are seeking a highly organized and detail-oriented Financial Administrative Assistant to join our team. This role is essential in supporting daily bookkeeping and office operations, managing communications, and ensuring the smooth functioning of our financial and administrative processes. The ideal candidate will possess strong computer skills, excellent customer service abilities, and experience with office management tools such as Microsoft Office and accounting systems. Previous experience in bookkeeping, account payable, union settings is a plus. This position offers an opportunity to work in a professional environment where organizational skills and attention to detail are highly valued.

Responsibilities

Facilitate daily financial operations of the Local in an orderly and accurate fashion. Maintain accounting records in hard copy and electronic files as applicable. Prepare financial reports for EB and GM meetings. Ensure that Treasurer has the relevant documentation to generate a Treasurer's report for scheduled meetings. Liaise with Treasurer on all financial matters - budgets, reports, investments, special projects. Collect, validate and process all monies received by the Local (dues, rent etc). Enter data into appropriate systems/accounts. Record and file. Process EFT Advice(s) for dues payment via employer direct deposit and any other applicable transactions such bill payment, member renumeration, etc. Track all monies at Local's financial institution. Record petty cash as required. Prepare, validate and process payables and payment vouchers. Record and file. Prepare payment cheques for signature and immediate release. In Coordination with the Treasurer initiate stop payments, perform cheque cancellations and issue replacement cheques. Process all expense reports, mileage claims, and per diem. Track receipts and process monthly payments for Corporate MasterCard transactions. Timely payment of monthly office expenses; rent, utilities, leases, subscriptions etc. Access/file electronic bank statements and clear items in Sage 50 Premium Accounting (Simply Accounting). Calculate, record and remit monthly/quarterly affiliate dues; WSIB fees. In Coordination with the Treasurer calculate, record and pay staff wages; Current Source Deductions; benefits; pension in lieu. In Coordination with the Treasurer monthly on-line remittance of payroll deductions to CRA. In Coordination with the Treasurer calculate and process staff T4 slips with Treasurer Monitor Union-paid lost time for members and process payment to employer(s); invoice and track lost time reimbursement from affiliates; Prepare President's Timesheets. In Coordination with the Treasurer validate and process annual Schedule of Expenses with EA and/or Treasurer. In Coordination with the Treasurer expedite year end procedure; prepare final documentation under direction of Treasurer. Populate financial summary reports for audit; gather information and support Trustees through audit process; submit final report package to CUPE National. Field telephone calls on behalf of the Local. Handle routine inquiries. Determine nature and urgency of more complex issues and direct to appropriate Executive Board member/other for disposition. As requested, draft/edit confidential correspondence for Treasurer and President. Liaise with financial institution and CRA for transition of Local signing authority as required. Book appointments and meetings; co-ordinate use/rental of Union Boardroom(s). Process internal and external Conference/Educational Workshop packages including delegate registration, travel and accommodation, venue and meals as required. Record/track member education plus conference participation and report submission. Acknowledge member Bereavement; process memorial donation(s). Acknowledge member Retirement; process retirement package(s). Process Appeals including: liaison with CUPE OD; collection, recording and redistribution of monies; letters of acknowledgement/thanks. Track inventory of Local 'swag'. Open, sort and distribute incoming mail/courier; process outgoing mail. Update and maintain general office filing systems. Prepare new hire/member orientation packages; Steward resource packages. Undertake special projects or tasks or other related duties as requested. Perform the duties of Executive Assistant when required due to illness, vacation or absence.

Qualifications

Knowledge of Microsoft office automation systems including word processing, spreadsheet and data base applications as well as Sage 50 Premium Accounting (Simply Accounting) and other accounting systems. Strong mathematical and keyboarding skills. Ability to handle highly confidential and sensitive information. Excellent communication skills, both written and verbal; excellent interpersonal skills. Well developed organizational and administrative skills. Ability to multi-task in fast-paced environment; prioritize and manage competing demands. Ability to identify and implement process improvements; problem solving skills. Self motivated - operates with minimal direction. Knowledge of Union hierarchy and Local representation an asset.
Job Types: Full-time, Fixed term contract
Contract length: 12 months

Pay: $25.00 per hour

Expected hours: 35 per week

Benefits:

Casual dress Dental care Disability insurance Extended health care Life insurance On-site parking Vision care
Education:

DCS / DEC (preferred)
Experience:

related to accounting, finance or bookkeeping : 2 years (required)
Work Location: In person