Receptionist / Administrative and Accounts Payable Assistant 

Receptionist/ Administrative and Accounts Payable Assistant      JOB POSTING     File # 994

 

DATE:

January 22, 2018

POSITION:

 

Receptionist / Administrative  and Accounts Payable Assistant

Bargaining Unit Position

Temporary, Full-time

Maternity/ Parental Leave Replacement

ASAP – March 4, 2019

LOCATION:

636 Kennedy Road

Scarborough, ON M1K 2B3

REPORTS TO: Manager, Finance
DESCRIPTION:

This position provides administrative support at YouthLink’s head office: the operation of the reception area, mailing and copying machines, and producing documents using the computer, ordering and maintaining company supplies, tracking donor deposits and opening and closing the office at 636 Kennedy Road.

This position also has accounting and finance responsibilities including accounts payable, weekly check run, preparing batches in ACCPAC for cash receipts and petty cash, monthly bank reconciliation, preparing working papers for year-end audit.

Administration:

·         Coordinates and supports the operation of the reception area, including greeting visitors and answering incoming calls and questions, transferring calls to appropriate staff, ordering and distribution of TTC tickets, ordering taxis, monitoring visits, and opening and closing of the office.

·         Sorts and distributes incoming and outgoing mail, faxes, courier deliveries and copies; scans and faxes documents as required.

·         Operates and maintains fax, copier and postage machines.

·         Stocks and maintains company supplies: office, refreshments, bathroom and cleaning supplies.

·         Assists with agency marketing by formatting documents, adding graphics, printing, ordering materials, and distributing materials.

·         Supports fundraising activities and events as required.

·         Other administrative tasks as required by the various programs.

·         Actively contributes to the Agency’s Strategic Plan by participating in initiatives and committees to support the overall Plan.

·         Takes all reasonable and necessary precautions to protect his or her health and safety and that of co-workers by complying and demonstrating knowledge of the policies, procedures and safe practices.

Accounting & Finance:

·         Coordinates accounts payable, including matching invoices with purchase orders or cheque requests, confirming coding, entering invoices, running the weekly check run and reconciling the accounts on a monthly basis.

·         Prepares the bank reconciliation, including cash receipts, petty cash entry and reconciliation, other petty cash accounts reconciliation in ACCPAC.

·         Maintains head office petty cash.

REQUIRED QUALIFICATIONS

EDUCATION:

EXPERIENCE:

 

 

 

 

REQUIRED SKILLS:

 

 

 

 

 

 

 

 

·         2 year Community College Diploma in Accounting or equivalent work experience and related education.

·         2 years related work experience with a minimum of 1 year experience with accounts payable software. Experience with ACCPAC is preferred.

·         Experience in a non-profit / charitable organization a definite asset.

·         Specialized training in accounts payable in an ACCPAC environment.

·         Flexible person who has strong organizational skills, time management skills, the ability to multi-task, shift priorities, handle interruptions and meet deadlines.

·         Strong written and verbal communication skills. Ability to communicate in both official languages and/or other languages is an asset.

·         Ability and discretion to deal tactilely with situations and clients who are often difficult and/or aggressive.

·         Strong attention to detail and high level of accuracy with proficient keyboard skills.

·         Demonstrated proficiency in the range of Microsoft Office products (Advanced Excel, Intermediate Word, Outlook Express and PowerPoint) and internet mandatory. Should be versatile with pivot tables.

·         Proficiency in other computer applications, such as donations tracking software (e.g. Income Manager/Raiser’s Edge), Adobe, Photoshop, Illustrator, Microsoft Project Manager, an asset.

·         Ability to maintain confidentiality.

HOURS OF WORK:

This position requires the incumbent to work 35 hours a week but with irregular daytime hours to accommodate client traffic and front desk coverage.

SALARY RANGE:

$37,316 – $42,793

APPLY IN WRITING TO:

financeposting@youthlink.ca

Please quote File #994 in subject line.

CLOSING DATE:

February 4, 2018.