Office Manager Jobs

Position: Office Manager


Reports to: Executive Director


Overall Purpose:

The Office Manager plays an important role in the day-to-day operations of Safehope Home by efficiently performing a range of administrative, financial and managerial tasks. The Office Manager provides direct support of the Executive Director.

General Duties:

• Consider and adhere to risk management and participant protection policies and procedures
• Maintain proper procedures and paperwork; ensuring ethical guidelines
• Adhere to privacy and confidentiality agreements
• Follow the mandate of the organization.
• Participate in team approach to problem solving and goal setting


Primary Duties:
• Process and execute bi-weekly payroll
• Email employees their bi-weekly paystubs
• Process and pay monthly payroll remittances to the CRA
• Process and submit yearly T4s to the CRA and deliver to employees
• Process and submit as required any Records of Employment (ROEs) to Service Canada and deliver to employee
• Submit annual budgets and year-to-date reports to the Executive Director for MCSS (TPON) as required
• Send monthly rent for residence via Electronic Funds Transfer (EFT)
• Issue payment for all accounts payable (cheque or e-transfer) – checking all documentation is in order prior to payment
• Deposit all accounts receivables into appropriate bank account
• Issue Tax Receipts for all donations (cash and in-kind donations) with personal thank you notes
• Prepare monthly board financial reports
• Input all transactions into QuickBooks system and reconcile each bank account monthly (four bank accounts and one credit card) and liaise with Accountant for year end
• Transfer funds from appropriate accounts to pay down credit card
• Mail – pick up and sort mail, post outgoing mail or packages
• Purchase office supplies (online or in person)
• Maintain staff calendar
• Liaise with cleaning contractor for office cleaning
• Facilitate weekly staff meetings and monthly debriefing meetings
• Take and send out meeting minutes to all staff and volunteers
• Maintain internal HR documents and staff files
• Greet all visitors and maintain visitor logbook
• Set up all new emails with TUCCU as part of onboarding process
• Assist other staff as required
• Perform other duties as required


PAYROLL


• Process bi-weekly payroll
• Print out timesheets for hourly employees and verify hours worked against schedule
• Investigate and resolve any discrepancies
• Tally hours for hourly employees (regular hours, overtime hours, overnight hours, overnight overtime hours)
• Calculate any statutory holiday pay for hourly employees
• Enter payroll info for employees into Quickbooks and produce paystubs
• Print paystubs
• Calculate transfers needed from Operations and House accounts and transfer funds to Payroll account
• Enter employee net pay amounts into TD Bank and execute FTP payments
• Email Executive Director and advise of transfers and send excel snapshot of net pay amounts for employees
• Email paystubs to employees
• Process and pay monthly payroll remittances to CRA taking funds from appropriate accounts
• Prepare and submit as required any Records of Employment (ROEs) to Service Canada and deliver to employee
• Prepare and submit yearly T4s to CRA and delivery to employees


ACCOUNTS RECEIVABLE


• Photocopy all cheques for deposit
• Deposit all cheques (individually) into appropriate bank account
• Issue Tax Receipts for all donations (cash/cheque and in-kind donations)
• Attach photocopy of cheque, deposit slip and copy of tax receipt together and file in appropriate account/month file folder
• Send personal thank you note
• Deposit all e-transfers into appropriate bank account
• Print a copy of e-transfer and file in appropriate account/month file folder
• Send personal thank you note
• Print out monthly Canada Helps donation report
• Enter all transactions into QuickBooks


ACCOUNTS PAYABLE


• Issue payment for all invoices received (cheque or e-transfer) – checking all documentation is in order prior to payment
• Record payment date, amount and payment method on all invoices
• Issue payment for all expense reimbursements received (e-transfer) – checking all receipts are attached and expense is approved by Executive Director prior to payment
• Record payment date, amount and payment method on all expense forms
• Ensure all paid invoices and expense forms are filed in correct account/month file folder
• Send monthly rent for residence via Electronic Funds Transfer (EFT)
• Transfer funds from appropriate bank accounts to pay down credit cards
• Enter all transactions into QuickBooks


MONTHLY/YEARLY


• Print out bank transaction listings for Operations and House bank accounts
• Ensure all documentation is in appropriate account/month file folder
• Prepare monthly budget reports for Operations and House
• Send reports to EXECUTIVE DIRECTOR and meet to discuss monthly reports before distributing to Board
• Reconcile all bank accounts and credit cards in QuickBooks
• Liaise with accountant for year-end financials for annual board meeting
• Liaise with accountant for year-end financials and other required accounting info for MCSS submission



REPORTING


• Update MCSS Budget spreadsheet on a monthly basis
• Submit annual and year-to-date reports to Executive for MCSS (TPON) as required
• Meet with Executive Director to discuss any MCSS reports prior to submission
• Have Executive Director authorization any MCSS submissions
• Assist


OFFICE MANAGEMENT


• Mail: pick-up, sort and distribute mail, post outing mail/packages
• Purchase office supplies/equipment (online or in-person)
• Maintain staff calendar
• Send invites for weekly staff meetings, monthly all staff meetings, and monthly debriefing meetings
• Facilitate weekly staff meetings and monthly debriefing meetings
• Prepare and distribute meeting minutes to all staff and volunteers (debriefings only)
• Liaise with cleaning staff contractor for office and house cleaning
• Greet all visitors and maintain visitor logbook
• Maintain office cleanliness
• Assist other staff as required
• perform other duties as required


HUMAN RESOURCES


• Maintain internal HR documents and staff files
• Create and upload job postings to external job listing websites as required
• Review incoming resumes and schedule interviews with appropriate candidates
• Facilitate interview with other managers
• Ensure all proper documentation is given to new hires
• Ensure all proper documentation is received from new hires and is filed/stored in employee file folder, in the HR Shared Directory on the server and uploaded to HR Bright
• Set up all new emails with TUCCU as part of onboarding process