Job Opportunities
Office Manager
The Riverwood Conservancy is seeking an Office Manager to join our team.
All interested candidates are requested to submit a resume and a cover letter by mail, fax or email (in Word format only please) by end of the business day
Monday September 27, 2010 to:
Douglas Markoff
The Riverwood Conservancy
4300 Riverwood Park Lane
Mississauga, ON L5C 2S7
Info@TheRiverwoodConservancy.org
www.TheRiverwoodConservancy.org
fax: 905-279-4303
A full job description is attached below. TRC thanks everyone for applying but resources allow us to reply only to those candidates who are selected for an interview.
Job description
Job title: Office Manager
Reports to: Executive Director
Primary Functions:
In this full-time position, the Office Manager (OM) is responsible for all bookkeeping, payroll, and financial record-keeping and reporting.
The OM provides regular support to the Executive Director. The OM provides regular support to each TRC program and teams of staff and volunteers, and emphasizes support to the elementary school and secondary school programs. The OM is responsible for reception duties, communicating with teachers and prospective clients, taking and tracking class bookings and general program registration.
The OM supports the volunteer program, plans for in advance and supervises volunteers who provide ongoing administrative assistance. Volunteers prepare and send invoices and receipts, follow-up on receivables, record donations and pledges, issue donation receipts, prepare bank deposits and bank reconciliation. The OM supervises volunteers who coordinate membership and issue membership cards, renewals and renewal notices.
The OM supports special events. The OM performs other duties as assigned.
Specific responsibilities
Bookkeeping/Accounting
- Maintain all bookkeeping records for the organization
- Prepare the monthly income statement and balance sheet
- Prepare and input biweekly payroll data for payroll company
- Track in-kind donations and payments for all programs
- Provide timely reports and analysis as requested on finances and special events
- Maintain accurate back-up files and records
- Make bank deposits and prepare bank reconciliation
- Prepare financial records for the annual audit
Administration
- Take and track bookings for school visits and perform follow-ups with teachers as needed
- Take and track program registration
- Provide regular support to the staff and volunteers of each TRC program
- Organize the mailing for Samara, the TRC quarterly newsletter
- Supervise volunteers as described above
- Provide information and reception services, in person, phone, and email on TRC activities
- Forward media releases and the monthly calendar of events to members, Friends and volunteers
- Maintain and update the databases for media, members and Friends
- Support the marketing program
- Maintain and manage central files and the archive of media coverage
- Manage general office tasks including updating the staff binder
- Organize meeting space when requested and distribute minutes
- Maintain and order office supplies
- Manage the server and its backup, and coordinate any needed IT service
Special events
- Assist committee members in the planning and coordination of special events including the annual Earth: A Celebration fundraiser, Annual General Meeting and Friends of Riverwood events.
- Demonstrated proficiency and 3 to 5 years experience in Simply Accounting
- Demonstrated experience managing payroll
- Experience with Income Manager is an asset, but training can be provided
- Very strong organizational, time management and multi-tasking skills
- A team player with very strong interpersonal and communication skills
- Able to work in a fast-paced environment with changing priorities
- Computer knowledge of Office, Adobe, and some familiarity with networks and servers
- Experience in the non-profit charitable sector and working with volunteers is an asset
- Experience with special events is an asset