Employment Opportunities – Office Administrator

Job Description – Office Administrator

March 29, 2017

General Administrative Responsibilities
• continuous back-up of server – computer stored data (Adata) and take off site
• weekly backup to flash drives of Simply Investments and document files and take off site
• Faasbank / Fern is online – data integrity – Bulletproof in PEI
• schedule meetings, notify members and take and prepare minutes of Board meetings
• preparation, photocopying, collating and distribution of agenda items/ reports as directed to some Board members – scan and download same to others using tablets
• maintain accurate inventory of documents in the vault and in storage – record all documents that are shredded / destroyed
• maintain monthly tracking of staff vacation schedule and nearing year end advise all staff of remaining vacation available
• maintain statistics for internal and external reporting
• consolidate policies and procedures and update as directed
• complete and submit claims / reports to Industry Canada
• assist with annual business plan and budget submission
• attendance and participation in annual ‘Strategic Planning’ session
• administer Georgian Bay Women’s Network program, Business Growth and Competitiveness Program – claims and reports of same – BG&C administration entails seminars, speakers, presentations, monitoring of the Business and Marketing Consultant, creation of the new Parry Sound database/website, certificate course for youth, speciality skills training, monitoring of contract wages and all advertising and promotion of same
• administer Micro-lending for Women Program – prepare loan applications, assemble review committee, minute the lending committee meeting, attain Board approval and administer micro-loan
• administrative support to General Manager and Loans Officer
• ongoing training of Administrative Assistant and assist with Loans Officer training

Accounting Responsibilities
• accounting for Investments, Georgian Bay Women’s Network and Business Growth and Competitiveness – supervise accounting of Operations, Projects and CiiNO
• payroll administration, including Receiver General remittance, T-4s and T-4 Summary and ROE
• Workplace Safety & Insurance premium remittance
• administer employee retirement plan and employee health plan
• preparation of year end documents and assist with / monitor year end audit
• prepare yearly renewal of KCU banking documents
• meet monthly with Treasurer to review CB&DC financials

Loan Portfolio and Fern Responsibilities
• maintain Fern database and post all relevant entries; provide FedNor reports as required, this includes quarterly reports, business number reports and any other requirements
• maintenance of loan portfolio (in house and access to capital) and delinquent loans
• prepare investment fund predictions and municipal concentration for Board review
• prepare quarterly statistics of loan applications and loan summary
• completion of Form #516 security panels and diarize renewal dates for loans, securities, insurances and annual reviews
• close out written-off loans and retain data for year end audit
• close out paid out loans and ensure that all security is released
• provision of counseling to clients regarding business start-up/ planning and/or loan application process

Job #2020-01. Reporting to the General Manager, the Office Administrator plays a key role in the Parry Sound Area Community Business & Development Centre (CB&DC), ensuring the day to day handling of all banking, bookkeeping and administrative services relative to the general office and the loan program.
General Administration
• Respond to general information inquiries
• Ensure logistics for Board of Directors meetings
• Order and maintain office supplies
• Handle incoming and outgoing mail, and telephone calls, as required
• Maintain up-to-date policy and procedure documents
• Ensure proper filing and records management; meet with Treasurer to provide organizational overviews
• Complete daily input of financial and banking transactions using Simply Accounting
• Maintain accounts payable and expense claim files and ensure payments are current
• Complete monthly bank reconciliations and expense account reconciliations
• Provide monthly financial statements with budget variation report
• Payroll administration, filing remittances, coordination of audit documents
Loan Program
• Working closely with the Loans Officer to ensure required loan data is accurately entered into the Simply Accounting and Faasbank programs
• Monitor pre-authorized payments on monthly basis, proceeding with stage 1 collections as required
• Act as key point of contact and administrator for special projects and contracts, including CiiNO, NOHFC, FedNor, & NEOYIP internships and the Northern Ontario Women’s program (GBWN).
• Minimum of a post-secondary diploma with a minimum of three years of bookkeeping and/or administrative experience. Experience in a Community Futures office is considered a strong asset
• Completion of bookkeeping/accounting training or equivalent experience
• Strong knowledge of office procedures
• Strong written and verbal communication skills
• Superior customer service skills
• Work well independently and within a small team environment
• Knowledge of and commitment to the mandate and services of the CB&DC

Parry Sound CB&DC is a non-profit Community Futures corporation funded by FedNor/Ministry of Economic Development and Official Languages, dedicated to the economic growth of the West Parry Sound region.
Applications will be received until 4 p.m. on Monday, January 20, 2020. Respond with a cover letter, resume and quoting job # to gord@cbdc.parrysound.on.ca or Gord Knowles, General Manager, Parry Sound Area Community Business & Development Centre Inc., 1A Church Street, Parry Sound, Ontario P2A 1Y2