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Finance and Administrative Assistant - Families Canada

Dec 15, 2023
Ottawa, Ontario
Families Canada – Finance and Administrative Assistant

Job Posting Date: November 21, 2023 

Closing Date:        When staffed 

Reports to:            Finance Officer and Membership and Administration Officer 

Position type:     6 months contract – part-time position requiring 10 hours per week.  (Possibility of renewal) 

Start date:         January 4, 2024

Location:           Ottawa (Hybrid)

Salary range:      $19.00-22.00 commensurate with experience

About Families Canada 

Families Canada is the national association of family support centres. Our members are community-level organizations who provide hubs of free services, programs, and resources to primarily low-income and disadvantaged families in communities across Canada. Through our 500+ members, we impact the lives of approximately 500,000 families per year. For over 40 years, we have helped our members meet the evolving and complex needs of families by:  
  • Piloting, adapting, and scaling evidence-based programming  
  • Developing and disseminating evidence-informed resources  
  • Providing professional development opportunities  
In our work, we partner with private, public, non-profit and academic organizations to turn knowledge into practice. A multisector approach is essential for addressing barriers and strengthening families. 

Duties include:

Accounting Responsibilities
  • Perform activities related to the accounts payable function including, reviewing, coding, posting and processing payments ensuring that proper documentation is attached
  • Perform account receivable functions including invoicing, deposits and collections.
  • Maintain and update records for inventory
  • Assist with the physical inventory
  • Aid in the preparation of bank deposits
  • Support the monthly reconciliation of credit cards and bank statements
  • Maintain daily records of cheques
  • Mail cheques when required
  • Help ensure timely filing and compliance with government and regulatory requirements
  • and other duties that would reasonably be required of the position
Administrative Duties
  • Answer telephones when on-site, take and direct messages to appropriate individuals
  • Process incoming and outgoing mail and incoming email and faxes. Ensure appropriate and prompt response and follow up.
  • Respond to enquiries and information requests, provide information and follow-up.
  • Assist Membership and Administration Officer in making outbound and follow-up calls
  • Data entry
  • Monitor and distribute all correspondence addressed to Families Canada, organize files, maintain accurate filing system online and hard copies
  • Schedule appointments and meetings and assist with meeting preparations as needed
  • Provide support in managing the Shopify store and Member 365 platforms
  • Organize staff travel arrangements when required
  • Assist with organizing virtual and in-person events
  • Running errands as needed
  • Take initiative to ensure that all common working areas are clean and organized
  • Provide other support services to Families Canada as required
Required Qualifications and Skills
  • Diploma or equivalent certification in accounting, finance, business, or a related field.
  • Proficient in Microsoft Office (Word, Outlook), with advanced Microsoft Excel skills
  • Strong working knowledge of accounting principles, financial statements, and accounting systems
  • Working knowledge of Sage 50; experience with other tax preparation and accounting software an asset
  • Strong organizational, interpersonal, verbal, and written communication skills
  • Detail-oriented and able to prioritize
  • Able to work independently and as part of a team
Asset Qualifications and Skills
  • A graduate degree in accounting, finance or business will be an asset.
  • One to three years previous experience in financial and administrative assistance or a related field in a non-profit setting is an asset
  • Experience working with Member365 (or other Membership Managements Systems / CRMs) an asset but not required
  • Experience managing a Shopify store an asset but not required
  • Experience working with TalentLMS (or other Learning Management Systems)
  • Experience working in the not-for-profit sector, preferably with charitable organizations
How to Apply 
This job is from CharityVillage