[Sust-mar] Finance Coordinator & Administrator, f/t, SSG, Ottawa/Vancouver/flexible
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Thu Feb 18 09:40:12 EST 2016
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Position: Finance Coordinator and Administrator
Organization: Sustainability Solutions Group
Location: Ottawa, Vancouver, Montreal, Tatamagouche or other (You will work from home or a shared office (eg: HiVE Vancouver), SSG staff and Directors work in Vancouver, Montreal, Tatamagouche, NS, Ottawa, New York and Bristol, UK, thus proficient virtual communications (ie: online) is required. The successful candidate can work from their place of choosing (with preference of being based out of Vancouver or Ottawa) and the rent will be covered by SSG.)
Job title: Finance Coordinator and Administrator
Reports to: SSG Director of Finance and Administration
Hours per week: 24 hours Tuesday and Thursday compulsory
Location: Ottawa or Vancouver, with some flexibility for remote work in other locations
Job application closing date
Friday 26th February 2016 (Midnight Eastern Time)
Job start state
Thursday 10th March 2016
SSG is an inspired group of the foremost sustainability thinkers and consultants working together since 2001. Our base is in Canada, our mission is global. We deliver meaningful change with communities, organizations and institutions through open source technology and sustainable innovations. We empower citizens with open source tools, and policy makers with knowledge to inform their decisions to solve complex issues. Our areas of work are:
Sustainable Development and Research
As a workers cooperative, we believe it is the most equitable, accountable and active business model that enables cultural change from within. Our members expertise crosses disciplines, cultures and generations to create a different working experience that makes essential sustainability impacts possible.
The primary purpose for all who work with SSG is to provide meaningful work for our members, and this role supports the realisation of this. We are seeking an administrator and bookkeeper to work 24 hours per week, 10 hours of which will be bookkeeping. At a key stage in SSGs growth, we are looking for an experienced administrator to maintain the current systems and our needs, as well as being appropriate for the next stage of our growth. You will work closely with the Director of Finance and Administration.
Oversee the day to day operations and administration of the business and the needs of the staff
Ensure the smooth operations of SSGs finances
Key responsibilities include and are not limited to:
Undertake all general bookkeeping including accounts payable, accounts receivable, bank reconciliations and general journal entries.
Prepare client issue invoices and maintain contact with clients and suppliers to ensure accounts are current.
Prepare and reconcile Payroll and T4 Remittances.
Carry out all year-end accounting transactions in preparation for external financial statement review.
File government remittances (including but not limited to Revenu Quebec, Revenue Canada, HST, T4s).
Monitor and manage accounts and report on cash flow.
Prepare month-end financial statements by the 14th of the month for review by the Director of Finance and Administration.
Prepare monthly report of all active projects.
Monitor financial policies and procedures and make recommendations for improvement.
Manage and adapt folder management system.
Update the SSG online handbook with direction from Director of Finance and Administration.
Create processes and templates to ensure there is consistency throughout the members individual work styles.
Gathering data for our sustainability assessments and reports working closely with the Director of Finance and Administration.
Monitor several project and general email accounts on Gmail.
Monitor back-up of our Google accounts with Backupify and our websites with UpdraftPlus.
Manage our applications and subscriptions
We use a plethora of online applications to help make our communications, administration and financials cohesive: Insightly, Harvest, Expensify, Backupify, MailChimp, Google Admin console, Slack, Wordpress, UpDraft Plus, LinkedIn, GotoWebinar.
Responsible for keeping our contact database tidy and useful. Contacts, projects and opportunities are entered by all the members so need to ensure categories are filled in.
Staff meetings and retreats
Arrange, set agenda and minute monthly full team meetings chaired by Director of Finance and Administration, and the planning of our annual team retreat.
Other Administrative Support to SSG teams
Support SSGs Project Team and Business Development teams in analysis, report generation and generation of subcontracts, regular updating of associate member Memoranda of Understanding and other support as necessary.
Board Meeting Coordination
Act as Recording Secretary at board meetings, taking minutes and tracking business arising
Liaise with Board Secretary to coordinate board meeting agendas and packages as necessary.
Uphold our branding guidelines and tone across the organisation. Order our marketing materials that include brochures, posters, banners, letterheads, business cards, exhibition booths consistent with our online presence and communications. Ensure consultants have what they need and work closely with Communications.
Research appropriate events for our market and speaker opportunities. Organise travel logistics for team, marketing support and wider engagement with network.
Essential skills and experience
Academic and 3 years experiential qualifications in some or all of these areas: administration, accounting, bookkeeping
Experience with Simply Accounting, Excel and Google Apps
A high degree of self-motivation and self led management
Ability to problem solve
Able to work to clear processes and on different initiatives concurrently, with attention to detail
Flexibility to adapt to different levels of workloads and schedules
A commitment to continual improvement and best practice
Comfort with working virtually with a distributed, non hierarchical workforce
Strong communications skills
An ability to explore, and navigate technology
A clear, open and personable written & verbal communicator
An ambassador for representing SSG
Responding to needs from the members and embracing a collaborative sharing culture
Familiarity with and enthusiasm for workers co-operatives
Resilient to uncertainty and risk
The candidate will have academic and 3 years experiential qualifications in some or all of these areas: administration, accounting, bookkeeping.
You will work from home or a shared office (eg: HiVE Vancouver), SSG staff and Directors work in Vancouver, Montreal, Tatamagouche, NS, Ottawa, New York and Bristol, UK, thus proficient virtual communications (ie: online) is required. The successful candidate can work from their place of choosing (with preference of being based out of Vancouver or Ottawa) and the rent will be covered by SSG.
Remuneration is based on hours worked, up to a current maximum of 24 hours a week. The current remuneration rate is $24.50/hour.
Application submission instructions
Please send a covering letter explaining why you are right for this position, why it is right for you now, and a current CV to:
rebecca at ssg.coop
in PDF format. Please include contact details for Skype or Google Hangout. If you have any queries, please email her.
The deadline for applications is Friday 26th February 2016 by midnight Eastern time. You must be available for an online interview Thursday, March 3rd, 2016.
For more information about SSG, visit our website at http://www.SSG.coop.
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Posting ID: 33316
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