Executive & Finance Administrator Jobs

The Central Okanagan Food Bank (COFB) is a non-profit, charitable organization committed to creating a healthy, hunger-free community by providing healthy, nutritious food to those who need it most. We rely on the generosity of the community to support the work we do through the donation of food, funds and time. These donations come from individuals, families, organizations, community groups as well as various fundraising/food-raising efforts.

We are currently looking to add an Executive & Finance Administrator to our team.Reporting to the Director of Development, this team player will work on overseeing and managing the complete accounting and payroll function in addition to provide high-level administration support.This position includes handling high amounts of confidential data, budgeting, cash flows, financial reporting, full cycle general accounting, administering payroll and benefits, documentation, and remittances.Additional duties include the following:

Administration:

• Set and record best practices and document in the Organization’s procedural manual to set consistent transactional processes;
• Manage support staff and our amazing volunteers in the handling and processing of all donations and reporting, as well as all other sources of revenue transactions to the organization;
• Provide clerical and administrative support to Executive Team as requested;

Human Resources, Benefits and Payroll Administration:

• Complete PIER reports to Canada Revenue Agency to issue accurate T4’s;
• Work with the benefit provider to facilitate the orientation of new employees to the benefits package;
• Manage bi-weekly payroll and employee portals to the payroll software system;
• Maintain employee records, facilitate on-boarding and off-boarding documents, paid time off tracking and updating personal employee details;

Finance Administration:

·Develop and maintain operational budget in collaboration with Executive Team and Board of Directors, including monthly financial statements and reconciliations;

·Track and maintain grant spending reports to assist with procurement of food purchases and capital expenditures;

·Monitor expenditures for annual budget, contracts and fundraising events, including assisting in preparing the financial components of funding proposals, applications, and reporting;

·Conduct daily accounting including cheque generation, deposits, post journal entries and regular transactions;

·Investigate and report variances in budgets, perform forensic accounting and prepare analysis reports;

·Manage full cycle accounts payable processing, prepare approval spreadsheets, close and file once complete;

·Provide timely and accurate financial reporting to the external bodies including GST rebate, WCB, Province of BC Revenue Dept, Revenue Canada and external contracts;

·Prepare annual financial statements and year-end audit working papers, and amortization schedules for capital purchases, liaise with external auditors to complete year-end requirements including journal entries (AJEs);

Reconcile operating, savings, credit cards and investment accounts monthly;

·Steward security-in-kind donations from donor in collaboration with sending and receiving Investment Houses;

·Provide timely and accurate financial reporting to the CEO, Board and Directors’ when required;

·Record and reconcile disbursements from BC Gaming account, complete and file reports as necessary to comply with regulations.

Donation Administration:

• Oversee donor administration in the handling and processing of several different revenue streams (Stripe, First Data, EFT, Canada Helps, Benevity, TipTap);
• Supervise donor fundraising transactions in CRM system, extract donation batch reports for entry into QuickBooks and problem solve to reconcile to actual;
• Develop and implement policies and procedures to ensure consistency in batch reporting for proper distribution to desired campaigns;
• Design systems and procedures to address proper internal controls and adequate segregation of duties to balance CRM financial reports to accounting registers.
• Ensure adequate cash management practices are in place, reviewing processes on a regular basis, transferring resources when necessary to ensure sufficient accountability practices are in place;

Requirements

• Excellent interpersonal skills and the ability to relate effectively with diverse groups, including Board Members, major donors, foundation staff, media outlets and community audiences.
• Competency in Microsoft Office; Outlook, Word, Excel, PowerPoint, SharePoint and other computer programs is required, as well as familiarity and knowledge of donor database programs;
• Strong background in organizing and managing finances, records, process development and oversight of financial project operations;
• Experience in non-profit fundraising including the development of individual giving, corporate engagement and event programs;
• Familiarity of the Statement of Financial Accountings Standards (SFAS) is expected;
• 5 years' experience in financial management with a recognised professional accounting designation;
• Ability to work in a fast-paced team environment;
• Proficiency in QuickBooks is considered a definite asset;
• Results orientated with a desire for surpassing a standard of excellence based on their own past performance, in addition to a possessing a continuous improvement mindset.
• Highly organized and flexible with the ability to work autonomously to manage multiple priorities, tasks, and relationships;

This is a full-time in office opportunity (Monday- Friday).If you possess the above qualifications and are looking to make a significant impact within a non-profit organisation, we would like to hear from you!

To explore this exciting opportunity further, please submit your cover letter and resume as soon as possible.