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Office Manager

1 month ago

Winnipeg, Canada Taking Charge! Inc. Full time

The Office Manager plays a crucial role in ensuring the smooth and effective operations of the organization through a trauma-informed and inclusive approach. Reporting to and working closely with the Executive Director, the Office Manager oversees financial and administrative processes while maintaining strict confidentiality. The incumbent supports organizational initiatives and special projects, providing support to both the Executive Director and the Board of Directors.

**Financial Administration & Accounting (60%)**

Full-cycle accounting including:

- processing and paying invoices in Sage50; depositing revenue and managing cashflow, bank and credit card reconciliations.
- Maintaining detailed financial records, preparing monthly financial statements and other reports for the Executive Director and Board, variance analyses, program and yearend financial reporting.
- Assisting in program reporting to funders, budget preparation, regulatory reporting and preparation for the annual audit.

Full-cycle payroll including:

- Preparing biweekly payroll, maintaining personnel records, ROEs vacation/sick time tracking and T4s.
- Administering group benefits and pension plans, providing staff support as needed.
- Developing strategies for efficient finance department operations in collaboration with the contract Finance Manager.

**Board of Directors & Executive Director Support (20%)**
- Prepare and distribute Board meeting materials, record minutes, and manage virtual and in-person meeting logistics.
- Update Board manuals and maintain governance records.
- Provide administrative support to the Executive Director, including drafting reports and coordinating meetings.
- Represent the Executive Director at events and provide updates as needed.

**Human Resource Management & Facility Management (20%)**
- Supervise administrative support staff, conduct performance reviews, and provide reception coverage as needed.
- Oversee hiring processes, including job postings, interviews, and onboarding new administrative hires.
- Liaise with property management for building maintenance, repairs, and lease administration.
- Manage facility security systems, janitorial services, and leasehold improvements.

**Qualifications**
- Post-secondary education in accounting, bookkeeping, administration, or equivalent experience.
- Proficiency using software programs, i.e. Sage50 Accounting and Microsoft Office Suite.
- Strong organizational and multitasking skills with excellent attention to detail.
- Proficiency undertaking payroll processes, benefits administration, and regulatory compliance.
- Capable of managing confidential information with discretion.
- Strong written and verbal communication skills; familiarity with Zoom and virtual meeting platforms.
- Strong technical aptitude, ability to navigate and manage complex systems and processes efficiently.
- Satisfactory Criminal Record, Child Abuse, and Adult Abuse Registry checks.

**To Apply**

**Application Deadline: December 2, 2024**

**Job Types**: Full-time, Permanent

**Benefits**:

- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Life insurance

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 2024-12-06