POSITION SUMMARY
The Bookkeeper & Administrative Coordinator supports the financial health and administrative operations of Connections Place Clubhouse Society ("Connections Place"), a community-based mental health recovery program operating in accordance with the International Standards for Clubhouse Programs.
Reporting to the Executive Director, this position is responsible for maintaining financial records, processing payroll, administering benefits, preparing government remittances and reports, supporting annual audits, and ensuring the organization meets its financial and regulatory obligations.
Working with a high degree of independence, the Bookkeeper & Administrative Coordinator provides reliable financial information and administrative support to assist the Executive Director in fulfilling operational and fiduciary responsibilities. As a member of the Clubhouse staff team, this role contributes to a welcoming, recovery-oriented environment and supports meaningful opportunities for member participation where appropriate.
KEY DUTIES AND RESPONSIBILITIES
Accounting
- Prepare General Ledger and supporting accounts within the electronic accounting system.
- Prepare Accounts Payable files and process cheques for signing and distribution.
- Record all revenues including sales reconciliations from the donations, grants, and other special projects.
- Reconcile all accounts.
- Maintain financial records and filing.
- Follow up with Connections Place Clubhouse’s accounts payable invoices as needed.
- Provide advice and recommendations on financial procedures and practice as required.
Payroll
- Administer group benefits and prepare semi-monthly payroll files as needed for approval by the Executive Director.
- Process payroll in a timely manner.
- Maintain records for taxable benefits.
- Monitor remittances to Receiver-General for source deductions.
- Prepare WorkSafe BC and remittances.
Banking
- Reconcile bank accounts monthly.
- Monitor cash flow and cash management.
Reporting
- Prepare WorkSafe BC reports.
- Prepare GST returns.
- Prepare year end information for the external auditor.
- Prepare T4s and distribute.
- Prepare audit documentation if and when required.
- Comply with local, provincial, and federal government reporting requirements.
- Provide regular reports to the Executive Director to assist in making informed decisions and fulfilling responsibilities.
General (All Staff)
Clubhouse (International)
- Effectively work in the Clubhouse consistent with the International Standards for Clubhouse Programs.
- Maintain current knowledge of the Clubhouse International Model.
- Support Connections Place to keep its continued accreditation through the International Standards for Clubhouse Programs.
- Uphold the mission, goals, objectives, and policies of Connections Place Clubhouse.
- Ability to exercise discretion, especially when handling sensitive or confidential information.
Programs and Tasks
- Ensure members are provided with unit work, housing, employment, volunteer, community support, and social opportunities.
- Ensure members are given the opportunity to be involved in the decision-making, delivery of services and evaluation of the Clubhouse.
- Provide outreach and community support services to members, as well as participate in social and recreation programs with members.
- Planning and organizing skills are necessary for social events.
- Perform other related duties as required.
Soft Skills
- Problem solving and information processing are required to assist members with the tasks of their daily lives, for advocacy, and for community outreach.
- Multi-tasking and cognitive flexibility are required for dealing with competing priorities in the daily operation of the Clubhouse.
- Must be able to work with low or no supervision, as social events, weekends, and holidays often require working with colleagues who are not in supervisory roles. Additionally, staff working remotely may be required to work without supervision.
- There are times when advanced skills are required to safely deal with violent or aggressive behaviour. Safety and judgment are critical while working with our vulnerable population. While these behaviours are not the norm, the following skills are essential:
- Focused/divided attention required when completing safety-sensitive tasks such as while working with potentially hot and sharp items in the kitchen, as well as when working with members.
- Working and procedural memory required for assisting members to complete tasks and for staff safety protocols.
- There is a high need to work co-operatively with others in what may be difficult and emotional situations. Members may have difficulty with emotional self-regulation and require assistance. This may and sometimes does result in exposure to confrontational situations.
- A high degree of responsibility and accountability are required as staff are required to work during periods of high stress when dealing with complex member issues.
JOB QUALIFICATIONS
Education/Knowledge
- University degree or diploma in the accounting, finance or business administration or an equivalent combination of related education and experience.
- Understanding of all accounting principles and standards for not-for-profit organizations in Canada.
- Understanding of provincial and federal reporting standards for not-for-profit organizations in British Columbia.
- Strong computer skills including an excellent working knowledge of QuickBooks software.
- Knowledge and understanding of the International Clubhouse Standards and Clubhouse Model.
Experience
- Minimum three years related experience, ideally with a not-for-profit organization in Canada.
Personal Skills
- Ability to establish and maintain harmonious relations with members, staff, and visitors.
- Ability to work effectively, both independently and as part of a team.
- Strong multi-tasking skills to prioritize, organize and meet deadlines.
- Ability to exercise discretion, especially when handling sensitive or confidential information.
- Excellent written, oral, and interpersonal communication skills.
- Fluent in English.
- Available to work evenings, weekends, and statutory holidays, when required.
- A satisfactory completion of a Criminal Records Check is required.
- Must hold current Occupational First Aid (OFA) Level 1 or equivalent and CPR.
Job Type: Part-time
Pay: $35.00 per hour
Benefits:
Flexible language requirement:
Education:
- Secondary School (preferred)
Experience:
- QuickBooks: 1 year (preferred)
- Bookkeeping: 3 years (preferred)
Work Location: In person
