A. Position: Office Manager
B. Term: Permanent
- C. Preamble: This position serves as a primary, gender and culturally-sensitive first contact for the public and manages and administers a diverse range of time-and-accuracy dependent office services sustaining the programs, services and projects offered by the Society. The Society leads by example therefore the successful candidate must model an alcohol and drug free lifestyle and a commitment to personal wellness.
D: Position Summary:
Reporting to the Executive Director, the Office Manager holds a diverse range of responsibilities in financial management, records management, event planning, providing support to individuals who attended the residential schools and public relations.
E. Major Duties:
1. Performs essential financial management functions for the Society involving payroll, payables, receivables, financial records and reporting- in compliance with standard accounting principles, and the financial policies and procedures of the Society and its funders, by:
- maintaining internal control systems
- managing accounts payable/accounts receivable/payroll
- checking and verifying source documents such as invoices, receipts, computer printouts
- preparing and processing payroll
- calculating and preparing tax payments
- preparing checks, payments and bank deposits
- allocating and posting financial transaction details to subsidiary books
- transferring data to general ledger
- reconciling and balancing all accounts
- preparing for board meetings
- preparing financial reports
- preparing financial statements (trial balance, income statement, balance sheet)
- complying with relevant program reporting requirements
- assisting with budget preparation and audits
2. Performs essential records management functions for the Society by:
- maintaining, updating and securing financial, personnel, program and other operational records
3. Performs essential event planning functions for the Society by:
- processing related employment contracts and contracts for service as required
- arranging travel and accommodation
- arranging venues and venue support including the recording of proceedings
- preparing Board agendas and supporting documents
4. Performs essential public relations functions for the Society, by:
- welcoming, assisting and directing phone, email and on-site visitors
- scheduling appointments
- recording and distributing messages
- refining and preparing presentation/publicity materials including newsletters and advertising
- arranging contracts for administrative services such as the printing of annual reports
5. Performs other related duties, including but not limited to:
- participating in events and meetings as needed
- participating in professional development and training as required
F. Working Conditions:
This position is subject to a six-month probationary period. Conditions of employment follow those laid out through Yukon Labour Standards and other relevant laws and legislation.
The LAWS organization provides a variety of community service programming with peak periods of endeavor and frequent drop-in activity. The office environment is small and therefore demands the ability to work with some disruption and to maintain strict confidentiality. Confidentiality is also essential in working with individuals, agencies and community groups due to sensitivities around personal issues.
The position requires interaction with various individuals and groups including office staff, community members, and a variety of service agency personnel. A flexible communication style and well developed interpersonal skills are required.
Duties and responsibilities include both ongoing and project-based work with beginning and end-due dates. An ability to adjust and mix routine and non-routine work is necessary.
Due to the responsibilities related to events, a flexible working schedule is required from time to time.
G. Knowledge and Skill Requirements:
The following skills and knowledge would normally be acquired through two or more years of related post-secondary training plus two or more years of office experience in community-based organization(s), preferably serving First Nations citizens -- an equivalent combination of education and experience being considered.
Interpersonal Skills and Knowledge
- Proven relationship and reception skills with a commitment to confidentiality;
- Cross-cultural and cross-gender awareness and sensitivity;
- Knowledge of residential school survivor and intergenerational effects;
- Broad awareness of issues related to violence against women;
- Ability to work in a team environment;
- Models an alcohol and drug free lifestyle and a commitment to personal wellness.
- Excellent oral and written communication skills including skills in understanding and being understood across diverse communication styles;
- Ability to summarize and write in a variety of formats (e.g. minutes, reports, evaluations, etc.)
Administrative Skills and knowledge
- Proven financial management skills and knowledge
- Broad knowledge of office administration methods and practices including bookkeeping and records management skills;
- Competent in computer applications including email, Excel, Word, Power Point and Simply Accounting;
- Well-developed organizational skills;
- Event planning skills including scheduling, confirming and supporting venues, confirming participants, expediting travel and accommodations, and providing secretarial support;
- Time management skills, the ability to multi-task and meet critical deadlines.
- Willingness to participate in professional development activities;
- Able and willing to work flexible hours as required.
Please send cover letter and resume to:
Start Date: April 1, 2019