Job Title: Bookkeeper – Casual
Reports To: Executive Director
Position Type: Casual
Position Hours: Variable hours, as needed to cover for sickness, vacation, occasional and other staffing gaps
Level/Salary Range: JJEP Wage Grid Level 10 $25.95 – $29.76/hour Plus, an additional 10.6% in lieu of vacation and benefits
Posting Expires: Until filled
Job summary:
Performs Bookkeeping duties such as coding, recording, posting, and processing day-to-day transactions. Processes accounts receivable, accounts payable, and payroll. Maintains and updates accounting records as required. Produces financial reports and summaries and assists with preparing program budgets for various HGSCP programs and departments. Assists with benefits plan administration and updates employee information records. This position is not required to use their vehicle in the course of their duties.
Key Duties and Responsibilities
- Maintains and updates accurate accounting records in accordance with generally accepted accounting principles by performing duties such as posting transactions on Sage 50 (Simply Accounting) and keeping updated accounting and budget summaries in Sage 50 and various Excel spreadsheets as required.
- Codes source documents such as timesheets, invoices and receipts to the appropriate general ledger accounts and departments within Sage 50 accounting software. Checks source documents for accuracy and completeness by reviewing them in consultation with the Executive Director. Ensures appropriate authorization is received prior to processing.
- Verifies, posts and reconciles accounts payable and accounts receivable transactions into a computerized accounting system based upon relevant approved source documents.
- Maintains accurate historical financial records by keeping an orderly accounting filing system for source and reference documents.
- Maintains and updates the chart of accounts and list of internal financial departments based on direction from the Executive Director.
- Prepares and issues invoices and follows up on late accounts. Pays approved supplier invoices in a timely fashion and issues accounts receivable invoices to customers/vendors. May collect rent payments and prepare/distribute receipts to tenants. Follows up to resolve discrepancies and outstanding invoices with suppliers and vendors.
- Reconciles bank accounts and maintains related bank account reconciliation records.
- Reconciles other accounts as required by the Executive Director.
- Prepares, processes, and completes employee payroll and related records to generate pay deposits and cheques by using Sage 50 and payroll software programs.
- Compiles, maintains and produces payroll statistics and reports of related payroll records such as seniority lists, vacation entitlement, statutory holiday bank, sick leave and overtime banks by using Sage 50, payroll software and Excel software. Maintains records of employee attendance, leave, and overtime to calculate pay and benefit entitlements using Excel spreadsheets and computerized systems.
- Prepares and verifies statements of earnings for employees, including gross and net salaries/wages and all appropriate deductions (such as taxes, union dues, and group insurance and pension plan premium contributions).
- Is aware of and complies with statutory and agency requirements as well as BSGEU Collective Agreement provisions as they apply to payroll, leave and benefits entitlements for employees.
- Prepares cheques and electronic transfers for various payments and coordinates signing authorization by the appropriate signatories.
- Submits forms to health and welfare benefit carriers to arrange for, change and terminate coverage for employees by using digital benefits management portals. Maintains records of benefit enrolment in a manual filing system as well as various spreadsheets.
- Responds to inquiries and requests from staff regarding payroll, benefits and other bookkeeping matters. Follows up to resolve errors and discrepancies in the accounting transactions, and payroll and benefits upon discussion with the Executive Director.
- Prepares for the annual financial audit and the production of financial statements, budgets and other financial reports by performing such duties as providing related financial documentation, preparing various accounting summaries and reports, organizing source documents, and compiling statistics.
- Maintains petty cash accounts for multiple programs by recording petty cash expenses and payments, and by creating and processing cheques for petty cash account refills.
- Secures critical financial information by completing regular database backups on appropriate computer hardware and maintaining a spreadsheet log of completed backups.
- Documents relevant accounting processes and procedures to maintain and strengthen internal controls, by maintaining a record of step-by-step procedures for the required bookkeeping duties as listed, as the commencement and ongoing upkeep of a Financial Procedures Manual.
- Participates in and supports program budget preparation and development with senior management and assists with budget submissions and financial reporting to government and other funders.
- Ensures agency finance guidelines, procedures, and policies as well as appropriate generally accepted accounting principles are adhered to.
- Monitors expenditures in consultation with the Executive Director.
- Produces various accounting reports and summaries and presents their results as requested by the Executive Director or other senior management staff, by creating and printing departmental reports with both Sage 50 accounting software and Excel spreadsheets.
- Operates office equipment such as computers, photocopiers, printers, and multi-line telephone system.
- Prepares various other accounting summaries and reports as required.
- Maintains related records and statistics and performs other related duties as required.
Qualifications and Education Requirements –
- Certificate up to two (2) years post-secondary in a related field such as accounting principles and procedures, bookkeeping, payroll, accounting software, or office administration, OR an equivalent combination of education, training and experience.
- Two (2) years of recent related experience
- The successful applicant will be required to join the BCGEU General Services union membership.
- This position is dependent upon a satisfactory Criminal Record Check.
Required Skills & Knowledge
- Basic knowledge of accounting principles and best practices
- Good to excellent working knowledge of Sage 50 (Simply Accounting) software
- Good to excellent working knowledge of Office software suite (Word, Excel, Outlook)
- Attention to detail with the ability to produce work with a high level of accuracy
- Excellent organizational and time management skills and attention to detail.
- Excellent written and verbal communication skills.
- Demonstrated teamwork and collaboration skills.
- Ability to handle sensitive information with tact and confidentiality.
Additional Information
The ability to function independently and prioritize workload while managing concurrent tasks and deadlines is an ongoing expectation of this position.
Applications accepted by: ea@hgscp.ca
Subject line: Bookkeeper (casual) position
Attention: Executive Director
Mail: PO Box 811, 2132 Collison Avenue, Masset, BC, V0T 1M0
2025-03-27~HG
