Financial Administration Specialist

4 weeks 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. We prioritize compassion and respect in our mission to ensure that no individual goes without food assistance.

POSITION REQUIREMENTS:

Title: 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: Commensurate with 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
  • Familiarity with 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, the Director of Operations, the Fundraising Specialist, and various committees. This role is a full-time salaried position with flexible hours, including weekends and on-call duties as necessary.

KEY RESPONSIBILITIES:

1. Financial Management:

  • Compile financial reports for the Board of Directors in collaboration with the Treasurer
  • Oversee the Sage 50 Pro accounting system and donation management software
  • Maintain the donor database and generate 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 other reports as required
  • Coordinate payroll information with the payroll consultant bi-weekly
  • Supervise administrative tasks for summer students, co-op placements, and temporary positions
  • Compile and present necessary financial information for the annual audit
  • Assist in the development of the annual budget alongside the Director of Operations and Fundraising Specialist

2. Fundraising Assistance:

  • Support the financial and administrative elements of fundraising initiatives
  • Generate invoices for sponsorships, pledges, and donations as needed
  • Process, deposit, and reconcile funds related to fundraising activities
  • Manage cash floats for fundraising events
  • Create financial reports for fundraising activities
  • Participate in Gleaners Food Bank fundraising events as required
  • Assist with post-event evaluations, focusing on budgets and lessons learned
  • Support 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
  • Assist with grant proposal preparations

3. Administrative Duties:

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

ESSENTIAL SKILLS:

  • Strong bookkeeping and budgeting skills, with the ability to exercise sound judgment and initiative
  • Self-motivated and capable of multitasking, working independently with minimal supervision
  • Exceptional attention to detail and follow-through
  • Ability to build relationships and collaborate effectively with others
  • Excellent organizational, project management, and problem-solving capabilities
  • Creative thinking skills, with an understanding of trends and best practices in the field

PHYSICAL REQUIREMENTS:

  • Ability to sit for extended periods
  • Occasional need for intense concentration
  • Willingness to work non-standard hours, including weekends and evenings, as required

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