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Muskoka Parry Sound Sexual Assault Services is seeking a bookkeeper/admin support person for our dynamic team of 10 staff.  We are an anti-racist, anti-oppression organization seeking to provide employees with a positive work/life balance.  You are detail oriented, able to meet deadlines and savvy with the use of SAGE, Excel, Google docs and Microsoft 365.  You are prepared to take over financial systems which are completely online, maintaining and building upon this capability.  You can choose flexible hours and work from your home and/or in our office in Bracebridge.  Previous experience with not for profit is an asset but training in financial reporting will be provided.  This is a contract position – see job description attached.

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Please send your CV with a cover letter in one pdf document to lauren@mpssas.com before 9am Monday April 18.  Only those being interviewed will be contacted.

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MPSCSAS is committed to the principles of equality and diversity in the workplace. We aim to hire the best candidate for the position based on their qualifications and merit in terms of knowledge, skills, and experience and specifically invite applications from members of IBPOC and 2SLGBTQIA communities. MPSCSAS will not discriminate against job applicants on any of the grounds protected by human rights legislation during any phases of the recruitment, screening and hiring process. We welcome applications from people with disabilities and will provide accommodation during all stages of the hiring process, upon request.

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Job Description:  Bookkeeper and Admin Support (updated: March 2022)

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Responsible to and reporting to the Executive Director.

 

Bookkeeping Responsibilities

• Input authorized invoices & prepare online payments for payment weekly (2 signers using Adobe Sign program)

• Maintain files for invoices & other information weekly

• Provide summary & detail reports weekly

• Print journal entries weekly

• Safeguard data in a system updated daily

• Prepare payroll bi-weekly for direct deposit

• Process staff expenses according to policy, monthly or as needed

• Prepare & submit source deductions monthly

• Complete bank reconciliation monthly

• Provide operating and project reports as needed (usually monthly)

• Provide quarterly reports on operating budget in excel report or government supplied format (download and upload from TPON/Min. of Health/MCCSS

• Monitor multiple budgets in collaboration with Executive Director

• Pick up mail as required and drop off at agency office if needed

• Scan cheques for deposit

• Complete and submit HST forms twice annually

• Prepare final reports & files for auditor annually (May)

• Complete year end adjustments as identified by auditor

• Complete & distribute T4 & T2200 forms annually

• Complete Record of Employment forms as required

• Complete and submit SRI/ARR/MOH/Microsoft Dynamics information (TBA)

• Other duties as assigned

 

Invoicing

• Prepare & email yearly funder invoices (as applicable)

• Prepare other invoices as required – e.g. PA rental, use of room, etc.

 

Charity Receipts & Charity Tax Return

• Prepare tax receipt for signature, acknowledgment letter & mail to donors

• Provide auditor with information for preparation of annual Charity Return or prepare Charity Return as negotiated

• Ensure completion of Charity Return prior to August 31st

 

Reports for Board of Directors

• Prepare and distribute monthly Budget updates

• Prepare package for Treasurer reports quarterly

 

 Assist preparation of Funder Reports

• Prepare quarterly financial reports for Operating Budgets in spreadsheets provided, in tandem with ED who also will fill in sections, for all funded projects

 

Statistics

• Collect, tabulate & record Help Line statistics monthly into google drive

• Upload quarterly CAT stats or other project statistics as needed and adjust statistics collection forms as required based on agency contracts in collaboration with ED

 

Equipment Inventory List

• Maintain & update equipment inventory list as required

 

Timesheets, Time Trackers

• Develop and maintain excel spreadsheets for each employee

• Track hours worked, hours paid, lieu time, vacation and sick time for each employee depending on personnel policies (years with agency)

• Incorporate time sheet information into payroll as required

 

Pay range (Part time contract):

• Contracted hours 24.50-26.50 per hour on 3 year grid (under review and pending board approval)

• approx. 20 hours weekly or as negotiated based on available project funding

 

Admin Roles

• Prepare board packages monthly in tandem with ED, send out to board members

• Maintain office supplies, ordering supplies as needed with input from staff team and according to budget thresholds

• Assist in orientation and onboarding of new staff members, creating identities for them in Microsoft Teams including email, flagging any issues with IT to ED

• Assist in scheduling appointments with ED

• Assist staff members in troubleshooting IT issues

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