Administrative Assistant

**WHO WE ARE**
ONE KIDS PLACE Children’s Treatment Centre provides rehabilitation and related support services for children and youth (up to the age of 19) and their families living in the Districts of Muskoka, Nipissing and Parry Sound. All staff will provide service within an interdisciplinary team environment committed to family-centered practice.

**THE OPPORTUNITY**

Position: Administrative Assistant - Accounting
Location: Nipissing
Effective: December 2024
Status: Non-unionized
Job type: Permanent, Full Time - 8:30 AM to 4:30 PM

***: The Administrative Assistant - Accounting will work in a team environment supporting all areas of Financial services which includes processing accounts payable invoices, generating the accounts receivable billings and handling/recording of related payments and donations, conducting related finance activities and providing administrative support to the team. They will conduct their work in a timely and efficient manner ensuring that activities and transactions are accurate and comply with payment terms, legislation, ministry reporting requirements, the collective agreement, and agency policies, procedures and internal controls. They will possess a strong knowledge of accounting practices within a computerized system, to perform monthly and year end procedures, auditing, account reconciliations, general ledger and statistical account coding within a healthcare environment.

**JOB DUTIES**:

- ** Accounts Payable**:

- Prepare invoices, employee expense claims and requisitions for payment, adding expense and department coding, addressing invoice issues/discrepancies with vendors and/or manager/staff and processing into Sage (300 Premium) & Quadrant (Beanworks).
- Create distribution set templates in Excel to aid in coding complex invoices
- Ensure OKP policies are followed for employee expense claims and vendor invoices, identifying discrepancies to responsible manager and informing Director of Finance of contentious circumstances
- Prepare cheques for signature by appropriate managers and mail to vendors or pay via online bank
- Communicate with vendors on invoice discrepancies and related matters
- Monitor organizational contracts to ensure timely renewal & adherence to language with respect to fiduciary items
- **Accounts Receivable, Donations and Cash Receipts**:

- Prepare ad-hoc, monthly or quarterly invoices for community partners
- Record receipt of payments and donations (cash, cheque, credit card or EFT) and deposit to appropriate bank accounts
- Complete OHIP billing and submissions
- Process fundraising donations and issue receipts to donors
- Perform a monthly reconciliation of A/R and follow-up on aged accounts
- Deposit cash and cheques into appropriate banks accounts
- Allocate and invoice photocopier, postage meter and fleet vehicle costs
- **General Ledger**:

- Complete monthly bank reconciliations for approval
- Prepare and post monthly G/L entries
- Records Ministry transfers and reconcile
- Perform various reconciliations and prepare appropriate corrective entries for review
- Maintain corporate accounts, gas cards, hotels on direct billing, long distance codes, photocopy codes, etc.
- Conduct year-end procedures and prepare auditor reports including year-end reports with supporting documentation, asset report, balancing responsible GL accounts, and petty cash reconciliations
- Develop and maintain procedure manuals
- Maintain purchase order processes and systems
- Maintaining vendor files, and other related Finance files (physical files, Sage 300, Quadrant and other)
- **Other**:

- Provide excellent customer service to staff and leadership and vendor relations
- Provide training on expenses, AP/AR, purchase ordering process, and relevant topics
- Provide back-up as required within Finance/HR, Executive Assistant and reception
- Create and maintain a variety of Excel files related to Finance/ Purchasing
- Preparing a variety of correspondence related to the position
- The preceding described duties are representative and should not be construed as all-inclusive._

**QUALIFICATIONS**:

- Post-secondary education in business/office administration or a related field (preferably in a health service setting) and a minimum of two (2) years’ experience in a similar role (within a healthcare setting preferred)
- Strong demonstrated proficiency at an intermediate to advanced level utilizing Microsoft Office software (especially Excel and Word) and computerized accounting software (Sage 300 & Quadrant (Beanworks) is an asset)
- Excellent time management with ability to prioritize and adhere to strict timelines.
- Attention to detail and accuracy is required with the ability to manage a diverse range of assignments and projects with high efficiency,
- A self-starter who is resourceful and independent, but comfortable working within a team-oriented environment and who requires mínimal supervision
- Demonstrated mathematical, analytical and problem solving s