Finance and Administrative Assistant

Finance and Administrative Assistant

**Job Purpose**: The Finance and Administrative Assistant is an integral part of the finance and administrative team. Reporting to the Director of Finance and Administration, the Finance and Administrative Assistant provides finance, administrative and technical support to the Winnserv teams as outlined below.

**Reports to**:Director of Finance and Administration

**Specific Responsibilities**:
**Finance Support**
- Support the accounts receivable function within the organization (prepare invoices and process payments, process e-transfers, etc). Monitor aged accounts receivable listing.
- Reconcile trust and advance accounts. Ensure payments are received in a timely fashion.
- Prepare monthly invoices for the organization. Invoices include but are not limited to provincial invoices, internal invoices (ex. cable and telephone billings), private invoices, etc.
- Assist in budget and audit preparation.
- Assist with payroll administration and completion as requested and required. Act as a back-up payroll clerk.
- Receipt all incoming payments and donations to the organization. Prepare associated tax receipts.
- Prepare office deposit spreadsheet.

**Administration Support**
- Provide administrative support to the leadership team as requested.
- Prepare and distribute correspondence as required.
- Receive visitors to the administrative office in a welcoming manner. Support the visitors in accomplishing the goal of their visit (ex. picking up supplies, delivering items, meeting with someone in the office, etc.).
- Answer all operator directed calls, transfer class to appropriate staff member and/or take and communicate messages (ex. sick calls) as per established procedure.
- Assist with the receiving and distribution of mail and faxes. Post all outgoing mail. Process courier documents as requested.
- Order and maintain an adequate inventory of all administrative and kitchen supplies.
- Respond to requests for office supplies, photocopies, etc for all Winnserv locations and prepare requests for pick up.
- Ensure that the administrative office is maintained in good condition by promptly reporting and following up with any deficiencies.
- Ensure integrity, protection and security of financial, employee and administrative files and records. Assist with maintaining filing systems.
- Support the management of archive procedures for employee, resident and finance documents as per policy. This includes supporting the organization of the archive room, off-site storage, and destruction of records.
- Manage key and access codes for all locations, ensuring that security is maintained at all times.
- Assist with the organization of special events and meetings as requested (ex. book rooms, arrange for refreshments, notify participants, etc).
- Assist with special projects and other administrative duties as requested.

**Technology, Utility and Equipment Support**
- Assist with the maintenance all office equipment and arrange for repairs as requested.
- Act as one of the contacts for IT, cell phone and VOIP phone system support for the organization.
- Troubleshoot related questions, manage changes to users as required, and maintain an inventory of all users and related equipment.
- Act as one of the contacts for utilities for all Winnserv locations (including but not limited to internet, television, telephone, etc). Troubleshoot equipment issues and coordinate service requests. Maintain an inventory of all related equipment.
- Monitor all service requests for resolution, ensuring that they are resolved or escalating them to the attention of the appropriate Director when service requests are not resolved promptly.
- Maintain an inventory of office equipment that has been distributed to remote workers or that is in storage.
- Support the maintenance and update of the website.

**Communication and Relationships**
- Ensure a team approach is followed by communicating effectively with others to resolve problems.
- Maintain positive public relations with community, families, and other professionals.
- Act within the values of Winnserv and support the mission and vision of Winnserv at all times.
- Participate in all internal committees as requested.
- Interact effectively with the Winnserv team, stakeholders and the community-at-large.

**POSITION REQUIREMENTS**:

- A college diploma in business administration is an asset
- 1 - 3 years of experience performing administration support
- Proficiency in Microsoft Word, Excel, Outlook, HTML, Sage 300
- Proven organizational skills and time management
- High accuracy and attention to detail
- Excellent communication skills
- Maintaining relationships with stakeholders ensuring confidentiality
- Winnserv provides residential and independent living services so that adults with intellectual disabilities can live full and meaningful lives of their choosing._

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

**Salary**: $19.23 per hour

**Benefits**:

- Casual dress