Admin Assistant

GoodWork.ca; Esquimalt; Hybrid; CAD 30,000 - 41,000; Part time

Job summary

World Fisheries Trust in Esquimalt, Victoria BC is seeking a part-time Administrative and Book-keeping Assistant. The role focuses on office administration, budgeting in Excel, and coordinating with an external book-keeper to maintain QuickBooks files and assist with audits.

The ideal candidate is detail-oriented, self-starting, and flexible, with experience in QuickBooks and payroll processes (Ceridian). Some travel to our Victoria office may be required.

Qualifications

• Experience with QuickBooks and budgeting in Excel.
• Experience with project accounting and monitoring.
• Interest in environmental issues and charity administration is a plus.
• Proficient in English; additional languages are assets.

Responsibilities

• Collate expense and income records and reconcile with banking records.
• Collaborate with an external book-keeper; update QuickBooks files and prepare documents for audits.
• Generate and track invoices and account transfers in Excel.
• Conduct payroll with Ceridian on a semi-monthly basis.
• Monitor recurring costs and operating expenses; prepare expense reports.
• Communicate with the external book-keeper, auditor, and board.
• Prepare monthly project accounting reports and budgets; create custom reports as needed.
• Maintain financial and project files; assist in budgets and proposals.
• Assist communications and office management, including phone/email, and drive management.
• Oversee administrative maintenance of the office.

Skills

QuickBooks

Excel budgeting

Project monitoring in Excel

Attention to detail

File management

Tools

Ceridian

Google Drive

QuickBooks

Job description

Administrative Assistant

Position: Admin Assistant

Organization: World Fisheries Trust

Location: Esquimalt, Victoria BC / Hybrid

World Fisheries Trust, created in 1995, is a Canadian non-profit organization dedicated to the equitable and sustainable use and conservation of aquatic biodiversity. It acts internationally with small-scale fisheries and aquaculture in Latin America and locally with environmental education and community-based environmental monitoring and stewardship.

WFT is in need of an experienced, part-time administrative and book-keeping assistant for its Victoria office. The candidate should have experience with QuickBooks software or equivalent, associated budgeting and project monitoring in Excel, be details-oriented, and have strong file management skills as well as an understanding of registered charity administrative requirements. We are looking for a self starter who works well with limited direction, is enthusiastic, and possesses a great deal of personal responsibility and flexibility. Experience in the environmental field, and knowledge of Spanish or Portuguese are considered assets. Participation in education and research activities of WFT in addition to admin duties is possible for the right candidate.

Responsibilities Include But Are Not Limited To

• Collating expense and income records and reconciliation with banking records
• Working with an external book-keeper, updating QuickBooks files and preparing documents for annual external audit
• Generating and tracking invoices and account transfers Excel
• Conducting Payroll with Ceridian on a semi-monthly basis
• Paying and monitoring recurring costs and operational expenses (including expense reports)
• Communicating effectively with external oversight book-keeper, auditor, and board
• Reporting discrepancies
• Conducting monthly project specific accounting reports of expenses and budgets and custom reports as needed
• Maintaining required financial and project files
• Assisting in developing and monitoring budgets
• Assisting in proposal development and project implementation, as needed
• Lead or Assist in communications, including management of telephone and email systems, updating webpage and social media, and maintaining Google drive and backup systems.
• Overseeing the administrative maintenance of the office, including cleaning

WFT has a gender equality and human resources policy, which the candidate is expected to ascribe to.

Desirable Qualifications

• Office and project management experience
• Book-keeping training and experience (especially QuickBooks)
• Demonstrated interest in environmental issues, education and/or international development
• English fluency; French, Portuguese or Spanish desirable
• Understanding and Interest in the objectives of World Fisheries Trust

Location

The work will be based in Victoria, BC, with a requirement for some office presence.

Time & Renumeration

Duties are expected to take 2-3 days per week at current project load.

Remuneration will be based on level of experience in the ballpark of $26/hr.

Start date is as soon as possible, with training provided. Probationary period of two months.