Bookkeeper & Office Administrator

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
Ottawa Senators Foundation
  • Administrative / Clerical Support
  • Accounting / Finance
  • Fundraising / Giving
  • Sports / Recreation
Full Time
  • Ontario - Ottawa
Experienced (Non-manager)N/A2019-12-022019-12-13

The Ottawa Senators Foundation (OSF) empowers children and youth to reach their full potential by investing in social recreation and education programs that promote both physical and mental wellness. In partnership with the Ottawa Senators Hockey Club, alumni association, corporate partners and fans, more than $110 million has been contributed to thousands of initiatives and charities in the National Capital Region.

Job Summary

The Ottawa Senators Foundation Bookkeeper is responsible for managing the day-to-day accounting and finance requirements.  Accuracy and commitment to meeting deadlines are an expectation of this role.

Reporting to the President and CEO, is responsible for the following areas of the Ottawa Senators Foundation business:

  1. Bookkeeping/Accounting (70%)
  2. Office Administration (30%)

Main Responsibilities

Bookkeeping/Accounting (70%)

  • Maintains a high degree of discretion and confidentiality in the care of the Financial Information of the OSF.
  • Manages Ottawa Senators Foundation daily bookkeeping/accounting in QuickBooks including:
    • recording all financial activities
    • accounts payable
    • accounts receivable
    • deferred revenue schedules
    • maintaining inventory
    • term deposit monitoring
    • bank reconciliation
    • month end reporting and reconciliation of Event Actual to Budget P&Ls
    • assistance in quarterly and year-end financial statement preparation and reporting
    • assistance in audit preparations and inquiries
    • other bookkeeping duties as required
  • Manages payroll for Ottawa Senators Foundation full time (8) and seasonal staff (50) including processing of T-4's/T-4 summary and processing Records of Employment and other duties as required.
  • Assists with HST credits annually for first and last 6 months (dues Oct 31)
  • Assists with charitable tax return annually by assist auditors by compiling T1044, T3010 (due Jan31)
  • Liaise with Numbercrunch and the virtual Controller and/or CFO of the OSF in the preparation of quarterly and year-end reporting of:
    • Statement of Financial Position
    • Statement of Operations
    • Variance Analysis w/ explanation
    • Statement of Cash Flows
    • Fund Balances
  • Assists the President & CEO as well as the Treasurer/Chair of the Finance & Audit Committee by compiling the Financial Reporting Information.

Office Administration (30%)

  • Manages day to day office operations including ordering of all supplies, coordination and maintenance of Foundation resources and equipment (OSF Van, boardroom, on and off site storage, computers, phones, etc.).
  • Manages all charitable tax and business receipting.
  • Manages all of the gift-in-kind programs for the organization and record keeping of inventory.
  • Responsible for maintaining accurate stakeholder records within the OSF SalesForce CRM platform.
  • Prepares monthly expense and credit card reconciliation reports
  • Provides administrative support for the Board of Directors of the OSF by:
    • scheduling and coordinating all logistics and meeting arrangements (a/v, conference lines, food & beverage, etc.) of the Board of Directors, Board/Staff Workshops, the Annual General Meeting and as required for Committees of the Board.
    • Prepare and distribute meeting information packages (i.e. agenda, minutes) for the Board of Directors and as required for Committees of the Board.
    • Attend all Board meetings.
    • Act as the Recording Secretary for Board meetings and as required for Committees of the Board.
    • Updating the Board Members’ Manual and Memberships Listing annually.
  • Maintains relationships with all internal departments at the Ottawa Senators Hockey Club including IT, Finance, E-Print Services, HR, Marketing, Sales, Legal, Hockey Operations and the Administration Group.
  • Other duties as may be assigned that are within the scope of the position both in nature and level.

Job Requirements

  • 5-8 years’ experience in bookkeeping or accounting
  • Bachelors or equivalent degree required with accounting focus preferred
  • Strong and current knowledge of generally accepted accounting principles for charities
  • Extensive experience with data entry, record keeping and computer operation
  • Experience working with senior executives and/or volunteer board of directors.
  • Proficiency in Microsoft Office, Excel and QuickBooks
  • Effective interpersonal, and oral communication skills
  • Excellent attention to detail
  • Strong organizational skills
  • Excellent communication and presentation skills (written and oral)
  • Ability to work flexible hours including weekend and evenings.

Competencies

Deliver Results

Aggressively pursues challenging goals and objectives; will put in considerable time and effort to accomplish objectives; takes a highly focused, goal driven approach toward work.

Relationship Building

The ability to interact and communicate with individuals in an organizational environment. Builds networks of relationships with people in his/her industry or area of business; uses his/her network connections to help get things done; maintains relationships over time.

Strategic Thinking

Seeks the 'big picture' implications in examining problems and opportunities. Understands the critical success factors in different business situations.

Communication

Conveys and exchanges thoughts, opinions, or information verbally or in writing effectively. Shares information with and receives information from constituencies using oral, written and interpersonal communication skills.

Creativity

Produces a wide range of ideas and suggestions when presented with a problem or challenge; comes up with creative, novel ways of doing things.

Project Management

The discipline of initiating, planning, executing, controlling, and closing the work of a team to achieve specific goals and meet specific success criteria.

 

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