Administrative Assistant & Bookkeeper

at  Saint John Association for Community Living Inc

OVERVIEW

We are seeking a detail-oriented and organized Administrative Assistant and Bookkeeper to join our dynamic team. This role is essential in maintaining accurate financial records and supporting the overall administrative functions of our office. The ideal candidate will possess strong clerical skills, a customer service mindset, and a willingness to learn.
Job Description:  Perform administrative and office support activities for the employment program. You will be required to manage the reception area, revise procedures, coordinate activities, and resolve administrative problems.
Duties:  Duties of this position include checking email and fax messages, and fielding telephone calls. The administrative assistant is also responsible for receiving and directing participants and office visitors. The successful applicant will be required to create spreadsheets, maintain filing systems (electronic and physical), process invoices, and create presentations as required. The applicant will also be required to maintain standard operating practices and manage office supplies and repairs.

QUALIFICATIONS:

• Expertise in Quickbooks online and Microsoft office suite (Excel, Word, Powerpoint)
• Valid driver’s license and access to reliable transportation (asset)
• Clean criminal record and vulnerable sector check
• Bilingualism is an asset
• Experience in working within the disability sector or lived experience
• Educational background in Social Sciences or Administrative Professional (University or Community College), with a minimum of 2 years of experience or an equivalent combination of education and/or minimum of 6 years related work experience
• Ability to multi-task, effective time management, and strong organizational skills
  Hours:  25 hours per week, Monday-Friday from 8:30 am until 1:30 pm (unless changed with management permission).
  Pay range:  $22.08 hourly wage
  Vacation: 3 weeks’ vacation per year. Generous sick leave policy.
  Office environment: Note that this workplace is a covid cautious environment, as we are serving vulnerable people. Masks and air purifiers are in use, vaccinations should be kept up to date. Accessibility is a strong value of our organization, and we strive to make our office a safe place for all individuals.

• Previous experience in an office or similar administrative role is preferred.
• Acting as first point of contact (front desk, phones, emails, social media)
• Assisting with marketing and communications (updating social media and print media)
• Strong clerical skills with attention to detail and accuracy.
• Proficiency in data entry and familiarity with accounting software is a plus (Quickbooks).
• Excellent customer service skills and the ability to communicate effectively with staff and clients.
• Ability to operate phone systems and manage multiple tasks efficiently.
• A proactive attitude towards problem-solving and learning new processes.
• Managing bookkeeping and payroll using Quickbooks online
• Keeping files, record systems, statistical reporting, and office supplies/inventory
• Having the ability to assess needs, place referrals, provide job search techniques
• Support with resume writing, cover letters, and mock interview preparation
• Assist clients in researching and working with online job applications and profiles
• Facilitating a biweekly job search skills group
• Knowledge of labour market information and how it relates to persons with disabilities
• Assist in relationship development with various employers, educational institutions, and community agencies
• Adheres to the professional code of ethics outlines by the Canadian Standards and Guidelines for Career Development Practitioners
  Skills Needed: Microsoft Office, Microsoft Word and Excel, Microsoft PowerPoint, Microsoft Outlook, QuickBooks, Payroll/Bookkeeping, Critical thinking, research skills, strong communication skills (verbal and written), teamwork, social skills, record keeping, attention to detail, and confidentiality.
  Payroll or bookkeeping background are highly desirable, specifically experience with QuickBooks online.