Job Title: Administrative Coordinator
Department: Milton Chamber of Commerce
Reports To: President & CEO
GENERAL PURPOSE OF JOB
To prepare for input all financial transactions into the accounting system, on a timely and accurate basis, including the meticulous maintenance of all related documents and record keeping, in accordance with the Chamber’s accounting and operational policies and procedures.
To provide general office administration.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Organize and verify all financial, payroll and accounting entries for input into the accounting system, accurately and timely, which includes:
- all accounts payable and receivable transactions
- all account receivable collections
- Verify, all employee work hours and other related entries required for payroll processing, to ensure accuracy and delivery of the payroll on the scheduled due date
- Check and prepare event, program and member invoices and other billing, as required, including liaising with President & CEO, Membership & Advertising Sales, and Events/Committee staff to ensure accurate processing, tracking and follow up of payments
2. Update and accurately maintain all record keeping, and related entries, which includes:
- Banking – Tandia Credit Union; Bambora / First Data Merchant Services; Bambora/Sage Payroll: transfers between institutions and keeper of secure information
- Membership – ChamberMaster
- Ensure all government remittances and payments are remitted as and when due
- Verify all accounting entries to appropriate budget lines ensuring accuracy and balance of same
3. Prepare a variety of reports, accurately and timely, which includes, but is not limited to:
- Prepare grant applications for Summer Jobs or other applicable funding.
- Work with President & CEO and Accountant to produce budget and statistical reports for President & CEO, the Board and committees, as required (minimum frequency is on a monthly basis)
- Liaise with other staff to ensure all report requests are completed on a timely basis
- Review all report requests with President & CEO, on a regular basis, to ensure requirements are met and unnecessary reports are eliminated.
- Audit preparation for Auditor
4. Prepare and maintain accurate and orderly database management files, such as:
- Database entries
- Reports generated
- Payroll Records and Timesheets
- Bank reconciliation and statements
- Correspondence and other document files
5. Perform general office administration as and when needed, such as:
- Cash handling including: floats; farmers’ market reconciliation; petty cash; all event transactions
- Receives, screens, and directly handles telephone calls, responding to queries and supplies information within knowledge and scope of authority
- Maintain accurate record management of all documentation, correspondence, transactions, files, and supplies
- Inventory control and ordering of office supplies
- Processing Certificates of Origin and any related transactions
6. Liaise with other staff and contract staff to:
- Ensure proper billing, invoicing, tracking, and reporting requirements are accurately completed and are produced on or before due date(s)
- Ensure input and data entry into accounting system and spreadsheet program is accurate
- Refer any inequities to the President & CEO
7. Maintain daily schedules and prioritize daily activities to ensure all bookkeeping and record keeping is efficiently and accurately completed
- Ensure all policies and procedures are always properly followed
- Exercise time management skills to meet all deadlines
- Maintains the integrity and accuracy of input and output
8. Database Management – ChamberMaster (will be taught); Website; Constant Contact
- Member updates
- Uploading of data to all sites on an individual and mass basis.
- Maintains procedural policies; logistics; and passwords
- Work with applicable summer students on the verification and collection of business information for the directory
Familiarity with Simply Accounting is an asset but not required.
Please email your resume to Scott McCammon, President & CEO, Milton Chamber of Commerce at scott@miltonchamber.ca
