Administrative Assistant

Part Time position : 7-10 hours / week with opportunity for additional hours

Contract :

Reporting directly to the Executive Director, the Accounting Assistant will provide administrative support to an inter-disciplinary team and the Board of Directors of the Aphasia Centre of Ottawa (ACO).

The incumbent must demonstrate competencies in the following areas of core responsibilities :

Accounts Receivable

• Maintain and update Accounts Receivable data in Sage Accounting.
• Produce and verify monthly statements.
• Follow up on outstanding invoices for payments.
• Maintain and update A / R data.
• Process payments from clients (cheques and electronic transfers).
• Reconcile record of on-line credit card payments with bank deposits.
• Manage and respond to clients’ inquiries regarding their invoices.
• Produce summary statements for clients at year end.

Maintain day to day accounting operations

• Reconcile bank records to Centre’s General Ledger, correcting entries as necessary.
• Make bank deposits, as required.
• Prepare and process various event transactions e.g. fundraising events, public awareness campaigns.
• Reconcile donations to ACO made via Canada Helps, United Way and other agencies with ACO bank record.
• Input record of donations made directly to ACO into the Canada Helps Donor Management System.

Other duties

• Provide administrative support to staff.
• Assist Executive Director in preparing monthly and quarterly reports.
• As directed by E.D. and as permitted by time constraints, perform other assigned duties.
• Protect confidentiality of all personal information.

Qualifications :
Education :

• A combination of education & experience may be considered as equivalency.

Experience :

• 1 year of experience in accounting and bookkeeping.
• Experience in use of Sage accounting software / equivalent e.g. Quick Books.
• Proficiency in use of Excel, MS Word, Outlook.
• Experience in customer service.
• Knowledge of a client database / information system.

Language Requirements :

• Writing skills in English.

Personal Suitability :

• Willing and able to learn essential skills to support communication with persons with aphasia.
• Appreciation of the vulnerability of clients and need to exercise initiative, tact, judgment, and discretion in upholding the Centre’s philosophy of care.
• Maintain confidentiality.
• Detail oriented, reliable, accountable, accurate.
• Excellent time management and organizational skills.
• Capacity to work both independently and in a small team environment.
• Current Vulnerable Sector check.

Other Assets :

• Ability to communicate in other languages.
• CPR and Basic First Aid certification.

The Aphasia Centre of Ottawa follows a practice of non-discrimination, diversity and inclusion. We wish to thank all applicants for their interest, however, only those selected for an interview will be contacted.

START DATE : 18 / 09 / 2023

Let us know if you are interested in this position. Complete this short form and we will follow up with you promptly.

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