We’re Hiring: Part-Time Bookkeeper and Administrative Assistant

OCO is seeking an enthusiastic and excessively organized part-time administrative assistant and bookkeeper who is familiar with Quickbooks Online and non-profit accounting.  While highly detailed and somewhat complex book-keeping is essential to this position, we want you to know that this role goes beyond traditional bookkeeping to include systems-thinking, operational support, problem solving tricky workflows, and some bigger picture financial strategy and trend reporting. 

Experience with grant reporting is a strong asset and digital skills and software proficiency are a must. The ideal candidate will possess the initiative and drive to find solutions and efficiencies, including setting up no-code automations and integrations where possible.

Compensation: $22-$28/ hour commensurate with experience and available hours.

Hours: 5-20 hours per week depending on the season, ideally at regular office hours in order to ensure optimal communication with the Executive Director and staff.  Potential for increased hours over time pending funding. 

Benefits: All staff at OCO receive a device and internet stipend while working remotely.  

Location: Anywhere in Ontario.  Preference for candidates located within commuting distance of Guelph or Toronto. 

Start Date: October 2022

Key Responsibilities:

Administration and Office Management

  • Collect and distribute mail and manage postage as needed (pending location)
  • Support membership mail-outs (max. 1-2 times per year)
  • Provide general office support and coordination as required
  • Provide operational support to the Executive Director
  • Support maintenance and improvements of Google Drive filing system

Financial Administration and Bookkeeping

  • Prepare invoice information and send out invoices and reminders 
  • Manage payments and assist with registration for events 
  • Support staff with development of grant claims and reporting
  • Assist the Executive Director in maintaining all financial records 
  • Assist Executive Director in preparing materials for the Auditor 
  • Liaise with Bank and Credit Card companies when necessary to create/manage/maintain accounts and approvers
  • Liaise with board and staff to ensure timely approval of payments
  • Manage bank and virtual deposits (in-person deposits pending location)
  • Manage bank administration – changes in board signatories etc.

Grant Reporting and Applications

  • Support staff with development of grant claims and reporting
  • Support staff with grant application submissions administration as needed

Technical and Communications

  • Assist in the management of IT systems and telecommunications (e.g., office phone and internet system through Ringcentral, new emails through Google Workplace, Hubspot contact updates etc.) 
  • Work with design and print consultants for organizational needs (website, business cards, letterhead, etc.)

Human Resources

  • Assist in the set-up and maintenance of new Health Savings Plans
  • Assist with insurance administration – liability, WSIB, and Directors and Officers
  • Administer payroll, vacation pay and source deductions
  • Manage new staff paperwork
  • Ensure that personnel files are properly maintained and kept confidential

Organizational Administration

  • Ensure timely submission of HST remittances
  • Ensure timely submission of source deductions
  • Assist in the management of business account and proper signatories
  • Update Industry Canada with relevant documents to maintain non-profit status

Other duties as Required

Support the organization to streamline and improve financial reporting, internal policies and controls, streamline operations and reduce expenses where possible.  

To apply, please submit your resume and expression of interest in one pdf document to hiring@organiccouncil.ca by October 14th, 2022 .  Interviews will be held remotely via zoom on October 20th, 2022

Comments are closed.