POSITION OVERVIEW

Hospice of Waterloo Region provides administrative and bookkeeping support to several local service organizations.  This position is responsible for administrative support and accurate processing of financial transactions  for the Kitchener Conestoga Rotary Club (KCRC).

This is an on-site position working four hours a day, twice per week (total 8 hrs per week)

POSITION SPECIFIC RESPONSIBILITIES

• Bookkeeping and support services for two Kitchener-Conestoga Rotary entities, the Club and Community Aid Fund. Tasks include:

o   Process all accounts payable/receivable entries to correct classifications in Quickbooks accounting software

o   Post accounts receivable entries to ClubRunner software

o   Obtain approvals and issuing cheques twice per month and arranging for signtures

o   Enter VISA bills and ensuring adequate back-up is provided for each entry

o   Bill members for quarterly dues that include special events and lunches

o   Process all donation cheques for Community Aid Fund

o   Complete all bank deposits

o   Complete bank reconciliatiosn monthly

o   Producing monthlly financial reviews and quarterly financuial statements

o   Apply for HST Public Service Bodies Rebate bi-annually

o   Connecting with the treasurer regarding any discreptaincies

o   Assist with annual audit and preperation of T3010 charity return

• Administrative support services for Kitchener-Conestoga Rotary Club.  Tasks include:

o   Point of conatact for the KCRC telephone number and e-mail address

o   Distirbute requests to appopriate club member

o   Receive mail and forward to appopriate club member

• Donor Management Software (DMS) Entries and Tax Receipting

o   Entering all donation/events revenue into donor software (DMS)

o   Ensuring all postings match to totals received

o   Issuing tax receipts in a timely manner

• Event Administrative Support

o   Turkey Drive Administrative Support (Sep – Jan)

• Attend virtual meetings 
• Issue weekly ‘revenue to date’ reports
• Create giving pages in Canada Helps Software for each member
• Upload and Enter donations into DSM
• Issue tax receipts in a timely manner

o   Lobsterfest Administrative Support (Feb-June)

• Attend virtual meetings
• Create invoices for sponsorships and enter sponsors into Eventbrite software
• Issue weekly ‘revenue to date’ reports
• Coordinate seating for sponsor tables and attendees, as per layout provided
• Attend event and mange registration and seating assignments
• Issue tax receipts as per treasurer calculation after the event
• Fill in HST refund as per treasurer calculation

o   Golf Tournament Administrative Support (June – Sep)

• Create invoices for sponsorships and enter sponsors into Eventbrite software
• Issue weekly ‘revenue to date’ reports
• Issue tax receipts as per treasurer calculations after the event

REQUIRED QUALIFICATIONS AND EXPERIENCE

• Minimum 3 years prior experience in bookkeeping/accounting.
• Post secondary certificate or degree in bookkeeping

SKILLS AND ATTRIBUTES

• High degree of accuracy
• Strong attention to detail
• Excellent communication skills, which includes; courtesy, tact, discretion, providing detailed explanations, interpretation and diplomacy.
• Ability to adapt to changing requirements and environment.
• Ability to manage time and quality pressures.
• Self-motivated, committed, very organized and sensitive to the needs of stakeholders