Program and Finance Administrator

North Delta

START DATE: As soon as possible
REPORTS TO: Manager Employment Services

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.).

Note

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).

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

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    BGC recognizes the value and importance of building and sustaining a culturally diverse environment and commits to intentional efforts to reflect that (along with our values) in all that we do. BGC has always been committed to diversity, and we believe that articulating our commitment to it in this way will support the ongoing evolution of this in our work going forward.

    For employees, participants, volunteers, donors, and the community, we demonstrate that commitment through:

    • Recruitment, employment, development, and promotion practices that are barrier free
    • Encouraging representatives of diverse identities (race, national or ethnic origin, language, spiritual beliefs, age, gender, sexual identity, marital status, family structure, political beliefs, mental or physical ability, or socioeconomic status) to apply for available positions, participate in programs, and/or engage with BGC
    • Making decisions based solely on an individual’s qualifications, merit, performance, and organizational needs