Job Description

Our client is a non-profit organization dedicated to providing quality before and after school care for children aged 5 to 12 in Calgary. The organization is committed to fostering a safe, inclusive, and nurturing environment where children can play, learn, and grow.

Position Overview

The Office Manager & Bookkeeper is a central support role that ensures operations run smoothly and finances are managed with accuracy and transparency. This position balances administrative responsibilities with bookkeeping functions, supporting the CEO, Assistant Director, and Treasurer.



The role is part-time (25 hours weekly), with set hours to provide timely responses and administrative support. Work is hybrid, with two days in office and remote flexibility on other days.

Key Responsibilities

Office & Administration

Serve as first point of contact for phone calls, emails, and stakeholder inquiries, providing professional and empathetic support to families and staff. Maintain accurate databases, digital records, and SharePoint files for employees, families, and organizational operations. Provide administrative support for marketing, promotions, and special events, including supply ordering and vendor coordination. Support admissions, registrations, and licensing documentation under the direction of the Assistant Director.

Finance & Bookkeeping

Perform bookkeeping duties in QuickBooks Online, including processing payments, invoices, expenses, reimbursements, and bank transactions. Prepare monthly payroll data and entitlement calculations for submission to payroll provider (Ceridian), ensuring accuracy and compliance. Process funding claims, subsidies, and grant reporting as required. Reconcile credit card, mileage, and staff reimbursement requests through ATB. Support production of monthly financial reports (budget vs actuals, P&L, balance sheet, and cash flow). Prepare documentation for annual audit and ensure compliance with requests from auditors and the Board Finance Committee.

Organizational Support

Ensure privacy standards and information-management procedures are followed across staff and families. Collaborate with CEO and Treasurer to strengthen financial policies and support efficiency initiatives. Provide administrative support for strategic planning and committee meetings as needed.

Qualifications:

Education & Experience

Diploma or equivalent experience in bookkeeping, business administration, or accounting. 2+ years of bookkeeping and office administration experience, ideally in a non-profit or childcare setting.

Skills & Knowledge

Proficiency in QuickBooks Online, MS Office, and cloud-based systems (SharePoint, Rotessa, ATB). Strong organizational and time-management skills. Familiarity with payroll systems (Ceridian) and non-profit reporting requirements preferred.

Attributes

Detail-oriented, reliable, and proactive in problem-solving. Able to handle sensitive financial and organizational information with discretion. Strong communication skills and commitment to teamwork.

Working Conditions

Hybrid role: minimum 2 days per week in office; remainder remote. Set availability hours to ensure timely support for staff, CEO, and Treasurer. 25 hours per week, with flexibility in scheduling around organizational needs. * Must have Tuesdays and Thursdays as in-office days for the purpose of timely phone replies OR daily from 8am-11am in office.