SUMMARY OF RESPONSIBILITIES

The Program and Finance Administrator is responsible for the coordination and provision of financial and administrative support, and results tracking to the employment services programs.

JOB DUTIES

•Complies with the policies and code of conduct of BGC South Coast BC (BGC) as well as all funder policies and procedures.
•Assists Manager Employment Services in the monitoring and updating of program budgets including slippage mitigation, forecasting, payments, claims and reconciliation.
•Coordinates purchasing requests, processes documentation and provides administrative support for staff.
•Coordinates collection, collation and tracking of all participant information for internal and contract reporting requirements.
•Responsible for ordering, tracking, and maintaining inventory, and reconciling participant wages, allowances and supports (transportation, work equipment and clothing) and payments, and tracking amounts issued.
•Codes financial and accounting transactions to appropriate accounts and codes and processes invoices for payment.
•Verifies accuracy of cheques and/or requests adjustments as needed.
•Handles inquiries and resolves financial discrepancies.
•Reconciles and ensures accuracy of service provider invoices.
•Maintains complete records of the program’s accounting transactions and supporting documents.
•Liaises with employer partners to obtain necessary financial documentation and participant attendance verification for work experience placements.
•Advises the Manager of any deficiencies in the systems that support the delivery of Employment Services programs.
•Assists in the purchase of program equipment and supplies; attends to and reports technical problems related to the use of equipment.
•Works with Program Assistant to ensure accurate, on time submissions of staff and client payroll.
•Uses Comvida software program to coordinate the submission and processing of participant payroll.
•Works with Program Assistant to maintain staff and participant payroll records, including time/payroll sheets, and paid leave tracking.

•Produces letters, memos, schedules, and other documents.
•Works with the Manager to ensure payroll allocations are kept current and accurately tied into contracts.
•Review monthly business invoices.
•Provides reception support as needed.
•Performs other duties as required.

REQUIREMENTS

•Clear Criminal Record Check (Vulnerable Sector).
•Reliable vehicle and a clear driver abstract
•High school diploma and relevant education and training in Accounting / Bookkeeping, Office Administration or the equivalent of education and experience.
•A minimum of 2-4 years’ experience in bookkeeping or accounting and office administration. Experience in an employment service setting is preferred. Experience in basic payroll is an asset.
•Aptitude for administrative system development, implementation, and management.
•Experience with financial systems and processes, including assisting in the preparation of financial spreadsheets, data entry, tracking and filing of billing/invoicing and tracking and management of petty cash.
•Experience managing databases and generating reports.
•Experience using online technologies including email, chats, websites, intranets, online surveys.
•Strong verbal and written communication skills.
•Strong word processing and attention to detail.
•Excellent organizational and time management skills.
•Exemplary interpersonal / customer service skills with the ability to work with diverse populations, and staff throughout the organization.
•Ability to work within a team effectively and inspire commitment to continuous quality assurance
•Must be willing and able to travel for purchasing of client supports (i.e., compass tickets, gift cards etc.).

This is a full-time (37.5 hours per week) salary position ($44,850.00 to start), with group benefits at six months, pension after one year, three weeks paid vacation leave in first year, paid sick and personal leave, paid birthday off and up to 5 days statutory holiday substitution days per year to celebrate/recognize religious, cultural, and/or personal days that are important to the employee where those days are not currently recognized as statutory holidays in BC/Canada).

CLOSING DATE

Position will remain open until filled.

Thank you in advance to all persons who apply for this position. Please note that only those selected for an interview will be contacted.

As it connects to our organizational core values, BGC encourages staff to show up as their best selves, including mutual respect, integrity, and accountability.

BGC’s CORE VALUES:
•BELONGING – We welcome everyone in a safe, accepting environment based on belonging and positive relationships.
•RESPECT – We ensure that everyone – children, youth, families, volunteers, staff – is heard, valued, and treated fairly.
•ENCOURAGEMENT & SUPPORT – We encourage and support every child and youth to play, learn, and grow to achieve their dreams.
•WORKING TOGETHER – We work together with young people, families, volunteers, our communities, and government.
•SPEAKING OUT – We speak out for children, youth, and families so that we can make our world better.

BGC Equitable Employer Statement

BGC values building and sustaining a culturally diverse environment and commits to intentional efforts to reflect that (along with our other values) in all that we do. BGC is committed to provide employees with an equitable opportunity hiring process and work environment free from discrimination and harassment. We seek to hire, train, and engage people from diverse backgrounds, particularly those who experience systemic barriers. Employment decisions are based on the individual’s qualifications, merit, lived experience, and knowledge.

Equity means treating folks based on their needs. It differs from equality, where everyone is treated the same, regardless of need. Equal circumstances do not yet exist in our society, so BGC practices ethics of equity in all aspects of our organization. Systemic oppression in society has marginalized folks based on identity and culture, and we commit to countering these dynamics.