Administrative Assistant to Finance Manager U-1018

Job title: Administrative Assistant to Finance Manager U-1018
Posted on: January 7, 2022
Job Description:

DUTIES:
Under the guidance of the Finance Manager, provide administrative support to the Finance Manager and Finance Department as required. This would include preparing correspondence and receipts, maintenance of office supplies, coordination of internal and external meetings with various stakeholders, coordination of monthly/quarterly/semi-annual/annual financial reviews with financial institutions as required, maintaining appropriate members files as it relates to mortgage/rental agreements, trust documents and power of attorney, and ensuring that financial administrative systems are functioning effectively and efficiently in support of smooth implementation of MSIFN finance department for staff, MSIFN members, visitors and the public at large.
Supervisory Activities Support
. Coordinate appropriate documentation that require signature for distribution to Finance Manager.
Policies & Procedures
. Follow established policies, make recommendations to the Finance Manager for improvements.
. Maintain tracking system of approved Finance policies, including date approved, policy title, and an electronic filing system of all approved policies. Distribute approved finance policies to staff as requested.
Communication
. Provide financial statements, General Ledger transaction histories to MSIFN employees monthly under the Financial Administration Law (FAL) or as needed.
. Provide distribution confirmation letters to members as requested.
. Prepare, input, edit and proofread correspondence, presentations, brochures, letters, publications, reports and any documentation or correspondence as required.
. Open and distribute incoming regular mail and other material and co-ordinate the flow of information internally and with other departments and organizations.
. Provide information to staff, MSIFN members and general public as directed by the Finance Manager.
. Maintain an electronic filing system of records and archives (policies, standard operating procedures, meeting minutes, invoices, contracts, registrations, requisitions, licenses, mortgages/rental agreements, trust documentation) in accordance with established procedures and schedules.
. Coordinate timing of meetings, send out invites, prepare minutes from meetings. Establish the agenda in coordination with Finance Manager.
. Work closely with the secretary of Finance Advisory Committee in scheduling of required meetings as per MSIFN FAL.
. Schedule and confirm appointments within the finance/information technology areas as requested. Record, prepare and distribute meeting minutes.
. Actively participate in internal/external meetings and training sessions as required.
. Provide backup as required to appropriate A/P for pow wow related activities, before, during and after the event.
. Answer telephone and electronic enquires and relay telephone calls and messages.
Accounting Activity Management
. Maintain member files.
. Monitor, file, report, issue and receive trust fund letters, prepare documentation for payment.
. Correspond with financial institutions in coordination of trust payments.
. Coordinate Financial Literacy workshops and maintain list of attendants, prepare completion certificates, ensure member has completed Financial Literacy workshop prior to trust payments.
. Provide input and feedback in the development of goals, objectives, policies, and procedures related to Finance Department.
Accounts Receivables
. Prepare/maintain summary of all funding agreements (funding expected in the upcoming year).
. Ensure deposits at financial institutions are completed in timely manner.
Payroll
. Support Finance Manager in the completion of InfoHR requests, timesheet, and lieu hours.
Accounts Payable
. Coordinate the Williams Treaty payments. Receive approved invoices from Williams Treaty legal counsel, follow up for MSIFN approval and send to FM for payment. Coordinate Williams Treaty budget requirements/updates. Invoice Williams Treaty First Nations for their contributions.
. Provide employees with credit card statement charges, follow up to receive all visa summaries/backup documentation including GL coding, and forward to Assistant Finance Manager.
Support to Related Entities
. Provide support to NNLP staff / activities as requested / required.
Tax Administration
. Prepare monthly invoices for signature as directed by Tax Administrator.
. Prepare tax related correspondence for signature as required.
Reporting
. Send monthly financial statements and g/l to program providers, follow up for variance reports.
. Provide financial/budgetary support to committees when requested.
Budgeting
. Send out budget shells, which include prior year information, to Program Providers. Input information received from Program Providers where changes are required.
. Work in collaboration with Secretary of FAC in scheduling budget meeting dates with the FAC.
. Prepare budget packages for FAC meeting and provide in advance to the Secretary of FAC and Managers of Departments.
. Enter final approved budgets into an Overall Budget Summary and Accpac/SAGE.
. Provide final approved budgets to Council, Department Managers and Program Providers.
. Input approved budget adjustments into Accpac and overall budget summary
Audit
. Respond to inquiries from auditors during annual audit process as directed by Finance Manager.
Community Development / Communication
. Assist in the development and delivery of finance related workshops to employees/members as required.
. Provide contributions as required to community newsletter. Follow up with Finance employees to coordinate any contributions to the newsletter.
Administration
. Order office supplies and maintain inventory.
. Arrange travel and make reservations for the Finance Manager as requested by the Finance Manager for finance employees.
. Provide filing, fax and photocopy support to Finance Manager and Assistant Finance Manager. Set up and maintain electronic filing system.
. Provide administrative support to the procurement process.
Related and other duties:
. Special projects, assigned tasks, and additional regular duties as required by the Finance Manager.
. Participate actively in meetings and training sessions as directed which may include travel off the MSIFN territory.

For more information on how to apply please email uxbridge@employmenthelp.ca or text 905-261-3895. Leave a detailed message with your name, phone number, and the position you are interested in and someone from our team will get back to you as soon as possible!

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Employment Type:
Field of Work: Office/Clerical
Required skills:

MINIMUM QUALIFICATIONS:
. Completion of post-secondary college diploma or program in office or business administration or related field is required
. Minimum 1-3 years related work experience, 5-years of general work experience
. Valid driver's license and $1M liability insurance
. CPIC acceptable to position upon conditional offer
. Familiar with office machines including computers, adding machines, photocopiers, fax machines, phone systems and postage machine
. Typing 61 - 80 words per minute
. Excellent written and verbal communication skills with the ability to communicate with confidence
. Excellent team player with willingness to assist others
. Demonstrated experience in coordinating travel arrangements, meetings, and events
. Demonstrated experience with calendar and schedule management
. Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Internet Use
. Experience dealing with contractors, suppliers, and service providers
. Experience in minute taking (preferably using laptop during meetings)
. High degree of initiative, ability to work independently with little supervision
. High degree of accuracy and attention to detail with a strong ability to produce quality work
. Strong organizational skills
. Ability to work well under pressure and adapt to changing priorities


Company information

City: Port Perry
Additional information:

PAY RATE: 28.17/hour (H1)
Considered an Asset:
. Knowledge and understanding of Native culture, traditions, teachings, community dynamics
. Knowledge of legislation governing First Nations
. Shorthand at least 40 wpm (Words Per Minute)
. Experience and/or training in Operations, Procurement, Human Resources or Finance would be an asset
. Experience using project management software
. Knowledge of Privacy Legislation


Prefered method of contact: