20 October 2009

Hiring Administrative Assistant

Organization: Burns Bog Conservation Society
Job title: Administrative Assistant
Work hours: 37.5 hours per week, subject to funding
Tuesday–Friday 9-5, Saturday 8:30-4:30
Reports to: President, Eliza Olson
Salary: Commensurate with experience

About the organization:
The world's only major raised peat bog found in a Mediterranean climate, Burns Bog is the largest urban carbon sink in North America, and is also a haven for many rare and endangered plants and animals. Located in Delta, British Columbia, the Burns Bog Conservation Society is a registered charity dedicated to the conservation and protection of this bog through education and advocacy.

Why work for us?
Gain experience working with an environmental non-profit, knowledge about peatlands and their role in our environment, team building skills, working on special events, office administration, working independently, learning to supervise volunteers with a wide range of skills and abilities, knowledge of CRA rules regarding charities, BC Gaming rules and regulations, diverse computer sills, fundraising skills including grant writing and direct mail, working with board members, and volunteers with challenges. Most importantly, it is an opportunity to do good.

Duties and Responsibilities:
The Office Administrator is a supportive role for all staff and volunteers, and the organization in general. Primary responsibilities include office administration, bookkeeping, and volunteer coordination. Responsibilities range from data entry, financial management, member relations, volunteer activity planning and supervision, organizational development, marketing and communications, event planning, and any other task deemed necessary by the President for the further betterment of the organization. Specific duties are outlined below.

1. Database Entry
· Input membership gifts into the Society’s database and make any name/address changes
· Process incoming cheques, and create daily ledger of deposits
· Prepare thank-you letters (new members, memorials, etc.)
· Prepare mailing lists and labels for reports and other mailings as required

2. Financial Management
· Preparation of bi-weekly payroll and employer source deduction remittances
· Maintain accurate records of all financial transactions
· Prepare and process cheque requests and invoices
· Prepare purchase orders/packing slips with proper documentation for approval
· Reconcile all bank accounts, investment accounts, event balances, petty cash account, and
others as required
· Prepare billing invoices
· Issue receipts, including annual tax receipts, receipts for donations, membership fees, etc.
· Preparation of project funding reports
· Preparation of monthly, quarterly and annual financial statements
· Prepare GST/HST reports according to Revenue Canada, and all other government
remittances as required
· Budget forecasting
· Prepare and make regular bank deposits
· Prepare year-end working papers as requested by auditors and Treasurer
· Prepare reports for BC Gaming
· Adhere to GAAP principals

3. Membership Development
· Assist with grant research and writing
· Assist with development and implementation of direct marketing solicitations and
membership mailings

4. Office Administration
· General reception duties (answering telephone, greeting visitors, etc.)
· Maintain office filing and storage systems
· Monitor and order office supplies
· Distribute and file all incoming mail
· Oversee maintenance and management of office space
· Coordinate effective operation and upkeep of office equipment such as the photocopier, fax
machine, printers, computers, and telephones.
· In consultation with the President, ensure that adequate insurance is in place for all
property, equipment, and organizational liability, and liability for staff, volunteers, and the
Board of Trustees
· Perform daily operations errands as and when needed, at the discretion of the President

5. Staff and Volunteer Coordination
· Coordinate and supervise the daily activities for general volunteers
· Maintain an up to date database of staff, volunteer and Board contact information
· Keep updated Board contact list and assist President with Board mailings
· In conjunction with the President, administer personnel files (holidays, sick, personal time,
· In conjunction with the President, administer staff benefit plan
· Assist with preparation and updates of Board Manuals for Board Members
· Orient new staff to organization protocol and ensure all administrative needs are met

Qualifications and Skills:
· 1-2 years minimum experience working in an administration-based role
· 1-2 years minimum experience managing finances
· Previous experience in an office setting
· Excellent organizational and record keeping skills (attention to detail a must)
· Good computer skills, including proficiency with Microsoft Office, Simply Accounting, and
· Good oral and written communication skills
· Positive attitude
· Proven ability to prioritize tasks

· University degree in Business Administration, Accounting, Finance, related field, or
related experience.
· Experience working for a charity
· Experience working in the environment sector

Contact: Eliza Olson, President - eliza@burnsbog.org

Please submit your application via email and include all of the following documents:
· Covering letter outlining your interest and experience for this position
· Resume listing all relevant paid and unpaid experience
· Contact information for three (3) references

Start Date: Immediately

Closing Date: Open

Blog Archive

Our page has been visited times.