Bookkeeper/Office Coordinator

1 year term (maternity leave coverage)

Reporting to the Executive Director, the Bookkeeper/Office Coordinator holds a key function in core financial and administrative operations by maintaining financial records, accounts payable, accounts receivable, payroll, and produces reports with clear communication to the Executive Director on financial progress and areas requiring oversight.

Start Date: November 2021. Hours: 37.5 hours / week

We celebrate diversity and are committed to fostering an inclusive workplace that reflects and expands the community that we serve.

ROLE RESPONSIBILITIES

Financial Functions

  1. Maintains and manages all accounting / bookkeeping affairs in accordance with generally accepted accounting principles (GAAP);
  2. Provides direction and support to staff regarding accounts receivable and payable; bank deposits and petty cash as needed;
  3. Attaches relevant expenses to appropriate grants in alignment with budgets and grant timelines with direction from the Executive Director and Managers.
  4. Processes accounts receivable (A/R) information and produces/distributes billing for GE invoices, balances and reconciles A/R billing amounts to General Ledger;
  5. Prepares payroll, benefit administration and posts all to General Ledger;
  6. Oversees the submission of required reporting, including payroll submissions, accounts receivables, petty cash, cheque requisitions, and other related activities;
  7. Manages and follow up on banking deposits and banking services;
  8. Provides support to the Board Treasurer, Executive Director and Departmental Managers in the development, monitoring and managing of budgets and expenditures for the various programs and keeps the information up to date;
  9. Prepares documentation and assists the Financial Review Team during the year end Audit process;
  10. Works with department Managers to ensure invoicing for all services have been submitted and payments received, follows up on all missing payments in a timely manner;
  11. Maintains personnel files and payroll functions in collaboration with the Executive Director, including ensuring accurate personnel records, vacation / leave requests;
  12. Ensures smooth operation of the popcorn stand, including: inventory; cash reconciliation and accounting; hiring, training, scheduling, instructing and supervising seasonal personnel. 

Administrative Functions

  1. Plans, coordinates and ensures adequacy of all office services, such as office supplies, equipment, rental services, keys, parking passes, passwords, user accounts for email, and facility maintenance;
  2. Assists with planning, coordination, implementation and management of technology needs, such as computer network / database system, accounting software, telephone and internet services;
  3. Reviews current administrative practices to identify areas that can be streamlined, improving efficiency;
  1. Responds to all general inquiries by telephone and email in a polite, knowledgeable, helpful, and courteous manner;
  2. Provides logistical support for and assists implementation of special events and rentals;
  3. Reviews office policies and procedures for current applicability;
  4. Maintains accurate records of all office-related work;
  5. Maintains good communications and relationship with all stakeholders, clients, vendors, Board Members, and staff;
  6. Assists and supports the Executive Director with administrative tasks as required

QUALIFICATIONS

Education, Training and Experience

  • Diploma or undergraduate degree in a relevant discipline (e.g., office administration, accounting and / or bookkeeping) or equivalent education/training and experience;
  • Minimum one-year office administrative experience involving similar level and type responsibilities, preferably in a multi-tasked one-person office, or a small office serving a small non-profit organization
  • Minimum two years relevant bookkeeping experience, preferably more, in a nonprofit setting
  • A minimum of one-year experience using and generating reports using QuickBooks
  • Experience and comfort with Microsoft Office – Word, Excel, Access, and preferably

Skills and Abilities

  • Exceptional interpersonal skills, strong organizational abilities, and high degree of accuracy in bookkeeping and record keeping
  • Demonstrates professional judgment in all aspects of the position;
  • High degree of discretion and ability to work with confidential and sensitive information;
  • The ability to demonstrate cultural competence, and exhibit respect for diversity;
  • Exceptional communication skills including: written, verbal and critical;
  • Organized with excellent time management skills and attention to detail;
  • Self-directed and self-motivated with a strong sense of responsibility and commitment
  • An appreciation for the environmental mission of the Society
  • Ability to provide a clear Criminal Record Check – financial

Application procedure:      

Apply to Tricia Collingham, Executive Director – exec@stanleyparkecology.ca

Send both your cover letter and résumé as an attachment. 

We thank all candidates but only those receiving an interview will be contacted.

Stanley Park Ecology Society (SPES) promotes awareness of and respect for the natural world through collaborative leadership in environmental education, research, and conservation in Stanley Park.

We gratefully acknowledge that the land on which we gather and help steward is the unceded and traditional territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish) Nation, and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nation. Since time immemorial, Coast Salish peoples have lived reciprocally with the land, harvesting and cultivating foods and medicines and practicing ceremony. The abundance of these lands and waters, which enables us to live, work, and play here today, is a result of the past and on-going stewardship and advocacy of the Coast Salish peoples.