Accounting Clerk/Receptionist

Canadian Mental Health Association BC Division; Vancouver; Hybrid; CAD 43,000 - 44,000; Full time

Job summary

CMHA BC Division is seeking an Accounting Clerk/Receptionist to support the finance team in Vancouver or Victoria. This 1.0 FTE, 11-month contract handles accounts payable/receivable, data entry, and front-desk duties, reporting to the Senior Director of Finance and Senior Accountant.

You will reconcile cards, process payments, back up AP, and assist with year-end documents, while delivering professional, empathetic service to visitors and staff in a fast-paced environment.

Qualifications

• Post-secondary education in accounting or bookkeeping.
• Minimum of two years of accounting-related experience, preferably AP.
• Proficiency in MS Office applications.
• Proficiency with Accounting Software and ability to learn new tools.
• Ability to handle confidential information with diplomacy.
• Excellent reception skills and professional, compassionate interaction.
• Strong teamwork, organizational and communication skills.
• Ability to lift up to 25 pounds.

Responsibilities

• Float Card and Credit Card Reconciliation and invoicing workflow.
• Process payments via cheque, EFT/ACH and credit card weekly.
• Reconcile petty cash and maintain detailed records.
• Scan, file, store, and organize accounting documents for audits.
• Support Accounts Payable & Expense Management and vendor inquiries.
• Assist with year-end audits and financial reporting.
• Manage switchboard, reception, mail, and office supplies; provide admin support.

Skills

Attention to detail

MS Office

Accounting software

Reception skills

Teamwork

Organizational skills

Communication

Confidentiality

Ability to lift 25 lbs

Education

Post-secondary education in accounting or bookkeeping

Tools

Accounting Software

MS Office

Job description

ABOUT THE JOB

Reporting to the Senior Director of Finance and Senior Accountant, the Accounting Clerk/Receptionist is responsible for general accounting and administrative duties. This position performs a variety of functions including accounts receivable/payable, computer data entry, reception and clerical duties. In addition, the position provides support to managers, other employees, and office visitors by handling a variety of tasks to ensure that all interactions between the organization and others are positive and productive.

The individual in this role must be highly motivated, reliable and flexible with excellent organizational skills, and a professional and empathetic attitude with the ability to manage a wide variety of tasks.

DUTIES AND RESPONSIBILITIES

Accounting

• Float Card and Credit Card Reconciliation
  • Reconcile float card and credit card transactions with monthly statements accurately, efficiently, and on time.
  • Investigate and resolve discrepancies by communicating with vendors and department leaders.
  • Ensure proper coding and matching of invoices and receipts.
  • Verify invoice approvals and follow up on any missing or incomplete documentation with internal departments.
• Accounts Receivable & Payment Processing
  • Process payments via cheque, EFT/ACH and credit card, ensuring all deposits are made promptly on a weekly basis.
  • Accurately process and record accounts receivable transactions.
• Reconcile petty cash and maintain detailed records of cash transactions.
• Financial Documentation & Compliance
  • Scan, file, store, and organize accounting documents (both physical and digital) for easy retrieval.
  • Ensure compliance with financial policies, internal controls, and audit requirements.
• Accounts Payable & Expense Management backup
  • Provide backup support for Accounts Payable & Expense Management.
  • Monitor, process, and reconcile payments and expenses, ensuring adherence to financial policies and procedures.
  • Review invoice information, confirm approvals, and ensure all necessary documentation is in place before processing payments.
  • Maintain relationships with vendors and address inquiries or discrepancies.
• General Administrative Support
  • Assist finance team members with various accounting tasks as required.
  • Support the preparation of year-end audit files and financial reporting.
  • Coordinate financial transactions and provide support to finance and operations as needed.
  • Perform other duties as assigned, contributing to the efficiency and effectiveness of the finance department.

Reception

• Manage switchboard and reception duties, including directing calls and greeting visitors.
• Check phone messages and emails multiple times per day (Admin Voice Mail) and forward them to the appropriate department, director, or manager.
• Maintain and assist with office equipment, including the postage meter and photocopier (updates, service calls, and supply orders).
• Ensure the kitchen and meeting rooms are clean and stocked with essentials.
• Order office supplies as needed.
• Keep CMHA staff informed about building updates, changes, or events (including emails from building management).
• Receive and distribute mail.
• Follow protocols when assisting vulnerable or marginalized populations or potential clients in distress (training provided).
• Provide administrative support, including:
  • Processing couriers via ATLAS and Purolator and/or other providers
  • Mailing VISION magazines with honoraria cheques
  • Ad-hoc tasks as required

ABOUT YOU

Qualifications and Experience

• Post-secondary education in accounting or bookkeeping.
• Strong attention to detail and accuracy.
• Positive and professional attitude with the ability to work collaboratively.
• Minimum of two years of experience in an accounting-related role, preferably accounts payable.
• An equivalent combination of education, training, and experience may be considered.
• Proficiency in MS Office applications.
• Proficiency in utilizing Accounting Software and comfortable with learning new financial tools as needed.
• Ability to handle confidential information with a high degree of diplomacy.
• Excellent reception skills, including handling calls and visitors with professionalism, composure, and tact while balancing compassion and boundary setting.
• Strong teamwork skills with a proactive and adaptable approach.
• Exceptional organizational skills, capable of thriving in a fast-paced, deadline-driven environment.
• Excellent written and verbal communication skills.
• Ability to lift 25 pounds as required.

OUR KEY VALUES AND PRINCIPLES

• Inclusive
• Proactive
• Compassionate
• Steadfast
• Collaborative

WORKING CONDITIONS

• This is a 1.0 FTE, 11-month contract position.
• The usual work week is 37.5 hrs. Most work is accomplished during the usual 8:30 a.m. to 4:30 p.m. business hours. Overtime must be approved in advance by Supervisor.
• The position can be based out of the Vancouver or Victoria office and offers the potential for a hybrid working arrangement, depending on project needs.
• The Accounting Clerk/Receptionist is a unionized position under the Health Services and Support – Community Subsector Association.
• The hourly rate of pay is $30.55 - $32.39.

CMHA BC DIVISION COMMITMENT TO DIVERSITY

CMHA BC Division is committed to our workforce reflecting the diversity of the communities within which we work. As such, we encourage applications from persons with disabilities, members of visible minorities, First Nations, Inuit, and Métis people, people of all sexual orientations and genders, and others who may contribute to the diversity of our staff. Personal experience with mental illness and or addiction, either through self or a loved one, is an asset.

ABOUT US

Founded in 1918, The Canadian Mental Health Association (CMHA) is a national charity that helps maintain and improvemental health for all Canadians. As the nation-wide leader and champion for mental health and addiction, CMHA helps people access the community resources they need to build resilience and support recovery from mental illness and/or addiction.

We respectfully acknowledge xʷməθkʷəy̓əm (Musqueam), Skwxwú7mesh (Squamish), səlilw ətaʔɬ (TsleilWaututh), Lkwungen (Songhees) and Wyomilth (Esquimalt) peoples on whose traditional, unceded lands the CMHA BC offices are located.