Job Description

About James Bay Community School

The centre is situated in the heart of James Bay and is located on, and benefit from, the traditional, unceded territories of the Lekwungen (Songhees and Esquimalt) peoples. Staff in our programs are selected for their dedication to creating safe and supportive environments that allow young people to explore and grow. Our programs are enhanced by the unique background that each team member contributes, and we appreciate the range of expertise and experience that they have to share.

Position Overview

Reports to the Community School Coordinator/Executive Director with accountability to the James Bay Community School Society’s Board of Directors.

The Bookkeeper is responsible for the organization, implementation, and administration, of bookkeeping and accounting for the financial operations incurred by the James Bay Community School Society. This position will also provide minimal administrative and operational support for key program delivery areas of the community centre’s operations. The major program focused areas are: Out of School Care, Nutrition Department, Recreation Programs, Youth Programs.

Key Responsibilities

• Accounts Payable
• Receives and reviews timesheets from all employees and contracted instructors
• Inputs payroll information into Simply Accounting and prepares payroll cheques bi-weekly
• Remits payroll remittance at bank by the monthly deadline
• Completes Community Centre Coordinator payroll bi-monthly
• Receives and checks all invoices rom Vendors
• Records payment information in Simply Accounting and prepares all cheques for payment bi-weekly
• Manages cheque distribution by mail or delivery
• Reconciles all accounts payable in Simply Accounting software
• Maintains a filing system for all Accounts Payables, both electronic and hard files
• Reviews and pays out Childcare Petty Cash cheques

· Accounts Receivable:

• Monitors incoming monies from front reception area and cheques in mail
• Reconciles debit and credit card slips with daily cash out reports
• Checks daily cash outs and monitor the correction of errors
• Monitors systems and procedures used to record money coming in
• Aids problem solving regarding the cash registers, type of monies, missing information, etc.
• Prepares cash and cheque deposits weekly; reconciles cash reports with money in hand for deposit
• Reconciles Accounts Receivable with money received. Follow up if not received
• Usage and management of the safe
• Follows grant monies receivable and expense tracking
• Receives and maintains South Harbour funds to be paid out to the school as requested
• Verifies childcare payments with childcare coordinator
• Financial Management
• Manages and reconciles three (3) bank accounts: regular, gaming, and daycare petty cash account
• Provides floats for special events
• Orders and safe keeping of all cheques
• Created stop payment letters, signing authority letters, deals with NSF payments
• Deposits all cash and cheques into bank account weekly
• Reconciles debit and credit card slips with daily cash out reports
• Reconciles cash and create reports for special events and fundraisers
• Maintains cash registers and POS system and provides support with troubleshooting
• Purchases and issues postage for community centre mail

• Reporting
• Completes Receiver General monthly remittance reports
• Reconciles monthly Moneris statements with slips/payments received
• Prepares spreadsheet to record debit & credit slips to input into Simply Accounting
• Remits quarterly WorkSafe BC report and GST report
• Completes quarterly financial statements and reports for the Board of Directors
• Completes annual reporting
• Summer Canada Grant and Socan report
• Society Charitable Tax Return
• Gaming account reconciliation report
• T4's and T4A's (over $500)
• Assist with City report

• Provides Record of Employments as necessary
• Manages benefit plan and completes reporting regularly
• Prepares tax receipts for donations and South Harbour Funds
• Completes Community Picnic/Silent Auction/special event financial summary

• Human Resources
• Provides staff with payroll tax forms
• Receives employment contracts and maintain files
• Provides eligible staff with benefit package forms for completion and submit forms and information to benefit plan provider
• Acts as the main contact for benefits, payroll, and tax information
• Administers payroll bi-weekly and T4's annually
• Understands and follows of BC Employment Standards and the JBCSS employee policy and procedures

• General Duties
• Reads and responds to email and written correspondence
• Consults with Community School Coordinator, Community Centre staff, and School staff
• Troubleshoots with computer and software issues
• Liaises with school secretary regarding South Harbour Partners for school fundraising campaign
• Liaises with the school nutrition staff to receive monies and pay out to the school district for the school meal program
• Liaises with board members to arrange cheque signing bi-weekly
• Encourages involvement and participation from the community in Society activities
• Maintains a general knowledge of community affairs
• Maintains rules and regulations to create and support a safe and welcoming environment

• Attends staff meetings, appropriate Society Committee meetings, Board of Director meetings and other community meetings as necessary
• Develops knowledge of community education concepts
• Other duties as assigned

Qualifications and Skills

· 3 (+) years’ experience working in a bookkeeper or accounting role

• Solid understanding of basic accounting fundamentals with completion of some bookkeeping courses
• Experience working in a Non-Profit Organization is an asset
• Ability to meet the licensing requirements of the centre, including a Criminal Record Check (CRC)
• Proficient with MS Office, and accounting software programs (preference will be given to applicants with Simply Accounting software experience)
• Effective and concise written and oral communication skills
• Organized with the ability to follow routines and maintain checklists
• Excellent problem-solving and time management skills
• Ability to prioritize work
• Professional attitude with demonstrated ability to build strong and trusting relationships with supervisor and colleagues
• Discretion and ability to maintain confidential information in good standing

Job Type: Part-time
Part-time hours: 25 per week

Salary: $26.75-$30.14 per hour

Benefits:

• Casual dress
• Dental care
• Extended health care
• Flexible schedule
• Paid time off
• Work from home

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Victoria, BC V8V 2B1: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Are you able to commute to James Bay at least 1 day per week?
• Do you currently live in Victoria BC?

Experience:

• Simply Accounting: 3 years (required)

Work Location: Hybrid remote in Victoria, BC V8V 2B1

Application deadline: 2023-05-19
Expected start date: 2023-06-26

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