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Administration & Finance Coordinator - Women's Support Network of York Region

Sep 28, 2021
Various Locations, Ontario

Major Responsibilities include:

Administration

  • Triage inquiries that come through main office telephone lines and email accounts
  • Oversee the scheduling of volunteers on WSN’s 24-hour crisis line and input to the cloud system
  • Oversee WSN’s Bingo fundraiser (Saturday afternoons), including attending, scheduling and training volunteers
  • Maintain office environment and serve as host for visiting guests and members
  • Use Microsoft Office to assist in the preparation of reports, presentations, invoices, and letters
  • Keep up-to-date staff policies, onboarding procedures, employment contracts and salaries, benefits, leaves and holiday records
  • Manage staff technology needs (telephone, internet, computers etc.)
  • Co-ordinate all annual general meeting and volunteer appreciation logistics, including but not limited to, support to management, bookkeeping, the Board of Directors, invitations, guest lists and attending to provide administrative and/or host support for in-person or virtual meetings
  • Liaise with the property manager for maintenance needs as required
  • Monitor reporting requirements to ensure compliance
  • Assist the Executive Director with reports as required for Board Meetings, Annual General Meetings and funder requests

Finance

  • Assist in preparing all supporting information and schedules for the annual audit
  • Manage all contracts, leases and other financial commitments with funders, vendors, partners, and donors
  • Control and manage petty cash and the purchase order system
  • Ensure that finance filing cabinets and other finance-related physical storage systems are appropriately secured
  • Ensure compliance with respect to submission of timesheets to allow for payroll processing
  • Maintain charitable donation records and prepare charitable receipts
  • Work with the Bookkeeper and Executive Director to monitor reporting requirements to ensure compliance and prepare accurate claims to funders based on grant and contribution agreements

Special Conditions

  • Provide all services from an integrated anti-racist, feminist, and anti-oppression framework.
  • On a one-week rotational basis, perform the role of staff back-up for volunteers responding to calls on WSN’s 24-hour crisis line 
  • Undertake special projects and other related duties consistent with the organization’s objectives as assigned

Key Qualifications:

  • A minimum of two years experience providing administrative and financial support in a not-for-profit environment delivering direct services
  • Excellent written communication skills to prepare a range of office communications, funding reports, board materials, minutes, and responses
  • Proficiency in a variety of computerized applications including database management, filing/tracking and an ability to use MS Office (Excel, Word, PowerPoint), Google Suite (including Gmail, Google docs, sheets, and Meet) and Zoom Business Edition (meetings and presentations)
  • Ability to develop and grow relationships and communicate (verbal and written) with key stakeholders, including volunteers, staff, donors, agencies, government and funders
  • Demonstrated knowledge of issues affecting marginalized groups e.g. trauma, poverty, mental health
  • Demonstrated knowledge of relevant legislation (i.e. Child and Family Services Act) and Regional services for referral purposes
  • A team player with the ability to work collaboratively and motivate others to achieve goals
  • Skilled multi-tasker with strong organizational, time management, prioritizing and problem-solving skills
  • Strong ability to work in a fast paced environment, independently and with minimal supervision
  • Experience providing support to the executive director, board of directors, and committees
  • Experience working with accounting systems such as QuickBooks is an asset
  • French/English bilingualism is an asset; a second language other than English and French is an asset
  • A valid driver’s license and access to a reliable vehicle is required
  • Related post-secondary education

Please submit a cover letter and resume by Friday August 27th, 2021 at 12pm to:

info@womenssupportnetwork.ca

Only applicants selected for an interview will be contacted. WSN is committed to a staff team that reflects the diversity within the community. We encourage Indigenous women, women of colour, immigrant women, Francophone women, differently abled women, lesbian, non-binary, bisexual and trans women to apply.

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