Financial and Administrative Assistant

4 months ago

Vancouver, Canada Rise Women's Legal Centre Full time

**Job Purpose**

The Financial and Administrative Assistant plays a crucial role in supporting the daily operations of Rise's administration and finance departments. This position helps develop and maintain current and future finance and administrative systems and processes.

Reporting to the Financial Manager, the Financial and Administrative Assistant is a key member of Rise's Financial team, contributing to the organization's mission of providing free legal services to women and gender-diverse individuals across British Columbia. The team ensures strategic financial management and oversees operational risks, maintaining the financial stability needed for Rise to continue offering essential family law services to economically disadvantaged and marginalized groups.

This strong financial foundation is essential for sustaining Rise's operations, supporting advocates and community workers across the province, and ensuring the organization's long-term growth and ability to serve clients effectively.
- ____________________________________

**Financial Responsibilities**

Billing (AP) & Invoicing (AR)
- Manage the full accounts payable (AP) process using QuickBooks Online (QBO) Advanced, Plooto Payments, and various banking/payment methods (cheques, e-Transfers, direct deposits, wire transfers). Maintain accurate records of vendor bills, reconcile vendor statements with AP aging reports, initiate payment approvals, and address outstanding issues with vendors and suppliers.
- Handle the accounts receivable (AR) workflow, including preparing invoices, issuing bills, communicating with clients, and tracking payment receipts. Review AR aging reports monthly and follow up with clients to resolve outstanding balances.

Banking & Credit Card Reconciliations
- Manage banking and credit card transactions, including cheque deposits, reviewing monthly statements, and reconciling synced transactions in QBO. Ensure transactions are properly categorized, identify and resolve discrepancies, and support month-end closing to maintain accurate financial records.

Transactions Coding/Allocation

Financial Reporting Support
- Assist in preparing working papers and financial reports for annual budget planning and audits. Help with monthly accrual entries, profit & loss statements, and month-end/year-end closing activities to ensure financial data accuracy and compliance with nonprofit accounting standards.
- Contribute to improving financial policies and procedures by recommending best practices and supporting their implementation. Perform additional tasks assigned by the Financial Manager, including ad hoc financial analysis and special projects to support financial management and reporting functions.

Matrix Teamworking Structure
- Collaborate within a matrix organizational structure, providing financial support across multiple teams for various ad hoc projects and initiatives, while maintaining a supportive, solution-oriented approach to ensure alignment with organizational priorities.
- Foster an inclusive and equitable workplace by promoting open communication, adapting to diverse leadership styles, and offering assistance to ensure the successful execution of tasks and initiatives, while supporting cross-functional teams in achieving their goals

**Administrative Responsibilities**
- Manages team calendars and coordinates use of physical and virtual office space.
- Provides logístical support for meetings including minute-taking and booking rooms.
- Ensures files and recordkeeping systems are maintained and improved.
- Orders and maintains adequate stock of office supplies. At least annually updates emergency supplies in consultation with Office Coordinator and Operations Manager.
- Ensures the office is clean and professional.
- Maintains list of agenda items and announcements for weekly staff meetings and takes notes at meetings.
- Assist the Administrative Team with communications to the landlord and property manager regarding office space
- ____________________________________

**Working Conditions**
- Full-time position, 37.5 hours per week (including 2.5 hours of unpaid breaks).
- Hybrid work environment (in office 3 days a week).
- Physical aspects: sitting for extended periods of time.
- Psychological aspects: communicating with team members, problem solving.
- ____________________________________

**Reporting Relationships**
- Reports to the Financial Manager; receives direction on activities from Operations Manager with respect to administrative portion of the role.
- ____________________________________

**Qualifications**

**Education**:

- High-School Diploma
- Currently completing CPA PREP courses, OR equivalent bookkeeping/accounting related education

Professional Certifications:

- QuickBooks Online or QuickBooks Online Advanced Certification (asset)
- Microsoft Office Specialist Certification (or equivalent): Excel Expert (Microsoft 365 Apps)

**Experience**:

- Financial and office administrative duties (3

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