Administrative Assistant, Finance

**About us**

Inquiring Little Minds (ILM) was founded in September 2011. The Saltair Childcare Society (SCS) and ILM work together in a private-public partnership (a long-term arrangement between a government institution and a private sector institution). We also work in partnerships with the City of Port Alberni, Cowichan Valley School District, Nanaimo Ladysmith Public Schools, and Saltair Community Society.

ILM facilities are dedicated to the provision of safe, well-managed childcare services for children that are provided by full and part-time, qualified staff. ILM's goal is to stimulate emotional growth, independent growth, intellectual growth, physical growth, and social growth amongst its charges.

NOTE: This is an entry level position, but you will need previous experience to be considered for this role.

This dynamic position requires someone who is highly organized and confident in making decisions on their own. The day-to-day bookkeeping duties are an obvious must for such a position, however building and maintaining relationships amongst clients while managing priorities and deadlines are the keys to success.

Unfortunately, workers not in possession of a current valid work permit, or who only have a Student Visa cannot be considered for this role.

**The Role - Located in Nanaimo, BC**

Processing Invoices and Payments:

- Prepare and issue invoices to customers.
- Process incoming payments and reconcile them with outstanding invoices.
- Handle accounts payable and accounts receivable.

Bank Reconciliation:

- Reconcile bank statements with the company's internal records.
- Investigate and resolve discrepancies.

Maintaining Financial Records:

- Organize and maintain files for financial transactions and other financial documents.
- Ensure compliance with company policies and regulations.

Assisting with Financial Reports:

- Assist in the preparation of financial statements and reports.
- Provide support during audits by preparing necessary documentation.

Customer and Vendor Relations:

- Communicate with customers and vendors to resolve billing issues.
- Respond to inquiries regarding invoices and payments.

Payroll Processing:

- Process and administer payroll for employees.
- Calculate wages, salaries, overtime, and deductions.
- Ensure timely and accurate payment of salaries.
- Maintain payroll records and ensure compliance with relevant regulations and company policies.
- Handle payroll-related inquiries and resolve issues.

Clerical Support:

- Perform general clerical duties such as filing, answering phones, and handling correspondence.
- Support other finance department activities as needed.

**Your Skills & Experience**:

- **Must have experience working with Quickbooks, Excel, Google Drive**

Educational Background:

- High school diploma or equivalent required.
- An associate's degree or coursework in accounting, finance, Admin or related field is preferred.

**Experience**:

- Previous experience in a financial, payroll, or administrative role is advantageous.
- Familiarity with accounting principles, financial procedures, and payroll processing.

Technical Skills:

- Proficiency with accounting and payroll software (e.g., QuickBooks).
- Competency in Microsoft Office Suite, especially Excel and Google Drive.

Attention to Detail:

- High level of accuracy and attention to detail in financial record-keeping, transactions, and payroll processing.

Organizational Skills:

- Strong organizational skills to manage multiple tasks and deadlines effectively.

Communication Skills:

- Good written and verbal communication skills.
- Ability to interact professionally with customers, vendors, employees, and colleagues.

Confidentiality:

- Maintain confidentiality of financial and payroll information.

Problem-Solving Abilities:

- Ability to troubleshoot and resolve issues related to financial transactions, records, and payroll processing.

Additional Preferred Qualifications
- Certification in bookkeeping, payroll, or a related field.
- Familiarity with regulatory requirements, accounting standards, and payroll laws.
- Experience with electronic banking systems, online payment platforms, and payroll systems.

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

Pay: $22.26-$24.30 per hour

Expected hours: 30 - 40 per week

**Benefits**:

- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking
- RRSP match
- Tuition reimbursement
- Vision care

Schedule:

- Monday to Friday

Supplemental pay types:

- Overtime pay

**Experience**:

- Bookkeeping: 1 year (preferred)
- QuickBooks: 1 year (preferred)

Work Location: In person