Job Posting 70833

Office Administrator
Fort Saskatchewan Families First Society
Edmonton area, Fort Saskatchewan
closing tomorrow (Sun, 9 May)
part time  •  $28,665 - $31,395 p.a.

Fort Saskatchewan Families First Society

We are a grass roots non profit agency located in Fort Saskatchewan. We serve community members in Fort Saskatchewan and Sturgeon Region. We are a small but mighty team committed to safe, strong, and healthy future generations. If you’re interested in joining a caring, dedicated and fun team, look no further!   


Office Administrator Position Summary

The Office Administrator provides the day-to-day bookkeeping, timely and accurate processing of payroll, and administrative support for the efficient functioning of our office. The Office Administrator will be familiar with entering data into a payroll system and have in-depth bookkeeping experience and basic accounting experience to maintain the books of account using QuickBooks.


The Office Administrator will be organized and provide the essential “behind the scenes” support to ensure we continue to support our village with integrity and compassion. Routine work will be completed with limited supervision. 


Time commitment is 26.25 (0.7 FTE) hours per week; keeping in mind the necessity to accommodate possible fluctuations throughout the year, such as more hours per week prepping for the year-end financial audit balanced by less hours per week during summer months.


Duties and Responsibilities – Bookkeeping

  • record and process expense requests, credit card transactions, EFT’s, and mileage requests
  • prepare expense cheques; pay bills and invoices
  • track petty cash and replenish funds as needed
  • make weekly bank deposits
  • record deposits and donations accordingly
  • prepare official donation tax receipts
  • prepare a monthly financial statement
  • prepare budgets in collaboration with the Executive Director
  • monthly reconciliations
  • maintain an accurate and complete trail of supporting documentation for all financial and bookkeeping activities
  • prepare quarterly and year-end reports (T4’s, Schedule B's, WCB, etc.)
  • assemble and prepare information for the annual year-end audit
  • prepare reports as requested by the Executive Director
  • perform necessary related office duties such as photocopying and filing
  • maintain up-to-date, complete and systematic filing system to support bookkeeping and financial records


Duties and Responsibilities - Payroll

  • complete the full cycle of payroll on a bi-weekly basis in compliance with policy and legislation
  • handle payroll liability entries and payments for benefits program
  • process monthly payroll remittance to CRA
  • input payroll information for new employees as advised by Executive Director
  • keep track of flex time, overtime, volunteer, vacation and wellness hours
  • update vacation balances, sick time allotments and wellness hours for eligible employees at the start of each fiscal year
  • prepare quarterly and year-end reports (T4’s, Schedule B's, WCB, etc.)
  • process online ROEs
  • filing and assisting with maintaining employee files
  • benefits administration including tracking deductions and making adjustments
  • perform various clerical and accounting tasks such as data management and maintaining updated payroll records
  • attend training and/or professional development opportunities as required to stay current with payroll regulations and bookkeeping practices


Duties and Responsibilities – Office Administration

  • photocopying, scheduling, creating packages, filing
  • manage facility supply inventory/orders
  • provide administrative support to team members as needed and/or as time allows



  • diploma/certificate in accounting or business equivalent
  • minimum 2 years of bookkeeping/payroll experience, specific to non-profit sector preferred
  • competent working knowledge of QuickBooks
  • Current Criminal Record check with vulnerable sector check and Intervention Record check
  • proficient in Microsoft Excel and other basic computer skills (MS Word, email, internet)
  • excellent organizational skills and ability to prioritize and operate within time constraints
  • ability to communicate effectively, both oral and written
  • high degree of confidentiality and integrity
  • ability to focus within a busy environment
  • commitment to the values of Families First Society: family, health, hope, integrity, kindness

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