Program and Finance Administrator
3 weeks ago
**START DATE**:As soon as possible
**REPORTS TO**: Manager Employment Services
**Summary of Responsibilities**:
The Program and Finance Administrator is responsible for the coordination and provision of financial and administrative support, and results tracking to the employment services programs.
**Job Duties**:
- Complies with the policies and code of conduct of BGC South Coast BC (BGC) as well as all funder policies and procedures.
- Assists Manager Employment Services in the monitoring and updating of program budgets including slippage mitigation, forecasting, payments, claims and reconciliation.
- Coordinates purchasing requests, processes documentation and provides administrative support for staff.
- Coordinates collection, collation and tracking of all participant information for internal and contract reporting requirements.
- Responsible for ordering, tracking, and maintaining inventory, and reconciling participant wages, allowances and supports (transportation, work equipment and clothing) and payments, and tracking amounts issued.
- Codes financial and accounting transactions to appropriate accounts and codes and processes invoices for payment.
- Verifies accuracy of cheques and/or requests adjustments as needed.
- Handles inquiries and resolves financial discrepancies.
- Reconciles and ensures accuracy of service provider invoices.
- Maintains complete records of the program’s accounting transactions and supporting documents.
- Liaises with employer partners to obtain necessary financial documentation and participant attendance verification for work experience placements.
- Advises the Manager of any deficiencies in the systems that support the delivery of Employment Services programs.
- Assists in the purchase of program equipment and supplies; attends to and reports technical problems related to the use of equipment.
- Works with Program Assistant to ensure accurate, on time submissions of staff and client payroll.
- Uses Comvida software program to coordinate the submission and processing of participant payroll.
- Works with Program Assistant to maintain staff and participant payroll records, including time/payroll sheets, and paid leave tracking.
- Produces letters, memos, schedules, and other documents.
- Works with the Manager to ensure payroll allocations are kept current and accurately tied into contracts.
- Review monthly business invoices.
- Provides reception support as needed.
- Performs other duties as required
**Requirements**:
- Clear Criminal Record Check (Vulnerable Sector).
- Reliable vehicle and a clear driver abstract
- High school diploma and relevant education and training in Accounting / Bookkeeping, Office Administration or the equivalent of education and experience.
- A minimum of 2-4 years’ experience in bookkeeping or accounting and office administration. Experience in an employment service setting is preferred. Experience in basic payroll is an asset.
- Aptitude for administrative system development, implementation, and management.
- Experience with financial systems and processes, including assisting in the preparation of financial spreadsheets, data entry, tracking and filing of billing/invoicing and tracking and management of petty cash.
- Experience managing databases and generating reports.
- Strong verbal and written communication skills.
- Strong word processing and attention to detail.
- Excellent organizational and time management skills.
- Exemplary interpersonal / customer service skills with the ability to work with diverse populations, and staff throughout the organization.
- Ability to work within a team effectively and inspire commitment to continuous quality assurance
- Must be willing and able to travel for purchasing of client supports (i.e., compass tickets, gift cards etc.).
**Note**:
This is a full-time (37.5 hours per week) salary position ($44,850.00 to start), with group benefits at six months, pension after one year, three weeks paid vacation leave in first year, paid sick and personal leave, paid birthday off and up to 5 days statutory holiday substitution days per year to celebrate/recognize religious, cultural, and/or personal days that are important to the employee where those days are not currently recognized as statutory holidays in BC/Canada).
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