Bookkeeping and Administrative Assistant

Canadian Mental Health Association Huron Perth Addiction and Mental Health•Stratford, ON

5d•CA$25 - CA$33

About The Position

Under the supervision of the Manager of Finance, Performance, and Data, the Bookkeeping and Administrative Assistant provides essential support to the Corporate Services Department. This role primarily focuses on financial and clerical tasks, ensuring smooth coordination of accounts, payables, receivables and cash management. The incumbent may also perform general administrative duties and support housing-related operations as needed.

Requirements

Diploma in Bookkeeping or Administration or equivalent education and/or experience.
One to three (1-3) years recent and relevant experience bookkeeping, finance, or administrative support.
Proficiency in Microsoft Office and financial systems (e.g. Expense management system, Accounting software or equivalent).
Moderate to advanced level of Excel is required.
Demonstrated integrity and trustworthiness are essential qualities.
Communication-written and oral.
Time management.
Ability to be flexible in an ever-changing environment.
Able to maintain a mature problem-solving attitude while dealing with interpersonal conflicts, hazardous conditions, personal rejection, hostility or time demands.
Able to withhold actions or speech in the absence of important information: deal with unresolved situations, frequent change, delays or unexpected events.
Able to make decisions quickly on available information and take action, deal with emergencies as necessary.
Able to take action in solving problems while exhibiting judgement and a realistic understanding of issues, within scope of responsibilities.
Able to develop unique and novel solutions to problems; use intuition and a new way of thinking to give to new ideas; to present information in an attention-getting and interesting manner.
Relates well to all kinds of people, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships, uses diplomacy and tact; able to build and sustain appropriate networks, partnerships and collaborations with individuals inside and outside the organization.

Nice To Haves

Experience using “Sage 50” is highly desirable.

Responsibilities

Coordinate accounts payable processes, including preparing online payments, processing cheques, EFTs and supporting the expense management system.
Provide clerical support for expense system, including approvals and data entry.
Manage accounts receivable by invoicing service users, supporters, or funders, maintaining detailed records, and ensuring timely payment collection through regular follow-ups on outstanding invoices.
Assist with monthly reconciliations and maintain accurate records of transactions.
Issue donation and housing receipts, maintaining the related databases.
Support the preparation of financial and operational reports with clerical and data entry input.
Prepare a weekly cash flow report, summarizing inflows and outflows, to help keep track of and support planning.
Track and reconcile accounts receivable and payable to ensure accuracy in cash flow projections.
Handle all clerical duties for corporate services, including maintaining and filing paper records using a subject-based filing system, ensuring documents are organized and easily accessible.
Generate rent arrears notices, rent receipts and assist with income verifications and rent calculations.
Assist Manager of Finance, Performance and Data, managers and supervisors with audits of financial and clinical records as well as tracking fund use.
Contribute to organizational projects, meetings, and training sessions.
Other duties as assigned.