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Financial Administration Specialist

3 months ago

Belleville, Ontario, Canada Gleaners Food Bank Full time

Company Overview

Gleaners Food Bank is a charitable organization committed to alleviating hunger in our community by efficiently collecting and distributing food donations. Our goal is to serve individuals in need with compassion and respect, ensuring that no one experiences food insecurity.

POSITION REQUIREMENTS:

Role: Finance Administration Coordinator

  • Education: Degree or Diploma in Business Administration with a focus on Finance
  • Experience: Minimum of 3 years in bookkeeping or financial roles, preferably within the non-profit sector
  • Location: Belleville
  • Compensation: Based on qualifications and experience
  • Proficient in computer applications, particularly MS Office and email
  • Strong verbal, written, and interpersonal communication skills
  • Valid Class G driver's license with a clean driving record
  • Experience in non-profit or food service organizations is advantageous
  • Must provide a current Canadian Police Information Check – Vulnerable Sector (CPIC) prior to employment

POSITION SUMMARY:

Under the supervision of the Director of Operations, the Finance Administration Coordinator will offer administrative support to the Board of Directors, Director of Operations, Fundraising Specialist, and various committees. This role is a full-time salaried position with flexible working hours, including weekends and on-call responsibilities as necessary.

KEY RESPONSIBILITIES:

1. Financial Management:

  • Generate financial reports for the Board of Directors in collaboration with the Treasurer
  • Oversee the Sage 50 Pro accounting system and donation management software
  • Maintain donor database and prepare related reports
  • Process invoices and manage payments
  • Handle deposits and process donations
  • Reconcile monthly bank statements and tax receipts
  • Notify the Director of Operations of any discrepancies in record-keeping
  • Prepare monthly financial statements and additional reports as required
  • Coordinate payroll information with the payroll consultant bi-weekly
  • Manage administrative tasks for temporary staff, including summer students and co-op placements
  • Compile and provide all necessary financial documentation for the annual audit
  • Assist in the development of the annual budget alongside the Director of Operations and Fundraising Specialist

2. Fundraising Support:

  • Assist with the administrative and financial management of fundraising events
  • Issue invoices for sponsorships, pledges, and donations as needed
  • Process and reconcile funds related to fundraising activities
  • Provide and manage cash floats for events
  • Compile financial reports for fundraising activities
  • Participate in Gleaners Food Bank fundraising events as necessary
  • Support post-event evaluations focusing on financial outcomes and recommendations
  • Assist with direct mail fundraising efforts, including tracking donations and responding to inquiries
  • Inform the Director of Operations and Fundraising Specialist of significant donations and grant funds received
  • Contribute to grant proposal preparations

3. Administrative Duties:

  • Prepare for and document minutes of staff meetings as required
  • Source and manage office supplies and equipment
  • Follow up on tasks assigned by the Director of Operations
  • Attend relevant educational conferences and community events on behalf of Gleaners as needed
  • Assist in various capacities within the food bank as required

ESSENTIAL SKILLS:

  • Strong bookkeeping and budgeting skills with sound judgment and initiative
  • Self-motivated, capable of multitasking, and working independently with minimal supervision
  • Exceptional attention to detail and commitment to follow-through
  • Ability to build relationships and collaborate effectively to achieve objectives
  • Excellent organizational, project management, and problem-solving abilities
  • Creative thinker with an understanding of industry trends and best practices

PHYSICAL REQUIREMENTS:

  • Ability to sit for extended periods
  • Occasional need for intense concentration and focus
  • Willingness to work flexible hours, including evenings and weekends, as needed