Job Description

Position:

Full Charge Bookkeeper / Administrator

Reports to

: Executive Director

Team Member of

: Community & Strategy Team, Occasional Member of Operations & Facilities Team, Events and special project teams as required

Position Summary - Strategic Goals:

The Full-Charge Bookkeeper maintains records of financial transactions by establishing accounts, posting transactions, and to ensure legal requirements compliance. Administration work ensures the efficient day-to-day operation of the office and support the work of management and other staff.

The Bookkeeper / Administrator is a member of the Community & Strategy Team which is responsible for building profile and relationships in the community and advancing the organization's sustainability goals.

Responsibilities & Duties

Full-Charge Bookkeeping

Day to Day Responsibilities

Maintenance of both accounts payable & accounts receivable Record all transactions using QuickBooks software Pay supplier invoices in a timely manner Pay any debt as it comes due for payment Issue invoices to customers Ensure that receivables are collected promptly Record cash receipts and make bank deposits Ordering of office supplies and items

Monthly Responsibilities

Process payroll accurately with consideration to current employment standards Conduct a monthly reconciliation of every bank account Conduct periodic reconciliations of all accounts to ensure their accuracy Maintain the petty cash fund Create & issue financial statements Calculate and issue financial analysis of the financial statements Investigate significant monthly and year-to-date variances to budget and report issues to management Maintain an orderly accounting filing system Maintain the chart of accounts Create month end journal entries to record revenues & prepaid expenses Reconciliation of physical inventory counts with the recorded inventory

Annual Responsibilities

Calculate annual GST return and remit to the government Calculate and submit annual charity return, society annual return, WCB and AGLC financial reports Adjust deferred contribution accounts to be in compliance with ASNPO Assemble information for external auditors for the annual audit Be the liaison with external auditor during annual audit Assist with the annual budget Identify areas for improvement in term of internal control and comply with local, provincial, and federal government reporting requirements Creates and distributes new license agreements for license member groups in the facility

Administration

Provide clerical and administrative support to management and other staff as needed Answer general phone inquiries using a professional and courteous manner Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents Sort incoming mail, faxes, and courier deliveries for distribution/Prepare and send outgoing faxes, mail, and courier parcels Forward incoming general e-mails to the appropriate staff member Code and file material according to the established procedures Update and ensure the accuracy of the organization's databases and create new ones Contributes to team effort by accomplishing related results as needed Assist staff with other duties as needed

Leadership

Assist with raising funds and the profile of the museum through participation in community events Actively fosters a culture that reflects the Museum's values (respect, community, stewardship, knowledge, passion) and builds a strong cohesive team

Key Organizational Relationships

Community & Strategy Team - serve as Team Member. The Community & Strategy Team members are: Executive Director (Lead), Marketing & Advancement Coordinator, Visitor Services Coordinator, Program Coordinator, and Bookkeeper.

The Community and Strategy Team create a work unit that is focused exclusively on looking outward. This team will lead the transition to becoming a visitor and community-centered museum in three areas.

1. Building relationships with funders, donors, and corporate supporters.

2. Being an active participant in the community life of the city and the emerging neighbourhood of Blatchford.

3. Sharing what the museum has to offer with the outside world.

In addition to be a member of the Community & Strategy Team, as the Bookkeeper you will play an integral role in all three teams because you will act as the information hub that all the teams will rely on for financial and statistical data. The bookkeeper will meet with the teams as needed to discus and understand the team's goals and needs so that you can either aid directly through team collaboration or indirectly by providing key information.

Wage: $22.50

Job Type: Full-time

Pay: $22.50 per hour

Expected hours: 37.5 per week

Benefits:

On-site parking
Work Location: In person