Administrative Assistant and Payables Clerk

YMCA; Formosa; On-site; CAD 56,000 - 70,000; Full time

Job summary

A local environmental management organization in Ontario is seeking an Administrative Assistant and Payables Clerk. This role involves high-quality administrative and financial support, overseeing accounts payable, and maintaining financial records. The ideal candidate has a diploma in business administration, extensive office experience, and strong organizational and communication skills. Competitive salary and benefits offered.

Benefits

Enrolment in Employee Assistance Program

Qualifications

• Minimum of five years of experience in a professional office environment.
• Ideally three years of hands-on accounting experience with a focus on accounts payable.
• Possession of a valid Ontario Class G driver’s license.

Responsibilities

• Administer SVCA’s accounts payable program, including verifying and coding invoices.
• Process electronic payments through online banking for government remittances.
• Provide administrative support to the senior management team, staff, and clients.

Skills

Organizational skills

Customer service

Communication skills

Attention to detail

Education

Diploma or degree in business administration

Tools

Microsoft Office Suite

ERP accounting software

Job description

Overview

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Posted Date: Posted 4 days ago

Application Deadline Date: October 10, 2025

2025 Administrative Assistant and Payables Clerk
One full-time, permanent position

Why work for us?

Saugeen Conservation proudly serves fifteen municipalities across five counties: Bruce, Grey, Huron, Wellington, and Dufferin, ensuring comprehensive and collaborative environmental management and conservation efforts throughout these regions. The Administration Office of Saugeen Valley Conservation Authority is situated in the village of Formosa, Ontario, within the Municipality of South Bruce. We offer competitive public sector pay and the opportunity to make a difference in the communities we serve.

Summary of Functions

The Administrative Assistant and Accounts Payable Clerk is responsible for delivering high-quality administrative and financial support to the staff and clients of Saugeen Valley Conservation Authority. This position oversees the full cycle of accounts payable, ensures timely and accurate processing of invoices and payments, and maintains financial records in compliance with internal procedures. In addition to financial responsibilities, this role supports daily office operations including meeting coordination, reception, mail handling, recordkeeping, and coordination of services such as office equipment maintenance and employee uniforms.

The role requires strong organizational, customer service, and communication skills, as well as the ability to manage multiple priorities.

Qualifications

• Diploma or degree in business administration or related field
• Minimum of five years of experience in a professional office environment
• Ideally three years of hands-on accounting experience, with a focus on accounts payable
• Solid understanding of standard office administration practices and procedures
• Excellent verbal and written communication skills
• Knowledge of the Conservation Authorities Act, Municipal Freedom of Information and Protection of Privacy Act, Accessibility for Ontarians with Disabilities Act, and meeting procedures (e.g. Roberts Rules of Order) are beneficial
• Demonstrated ability to provide effective and courteous customer service
• Able to maintain a high level of tact, discretion, and confidentiality
• Proficient in Microsoft Office Suite, with experience using Enterprise Resource Planning ERP accounting software considered an asset
• Possession of a valid Ontario Class G driver’s license

Duties and Responsibilities

• Administer SVCA’s accounts payable program, including verifying and coding invoices, reconciling account statements, entering data into Accounting systems, preparing cheques for signature, and maintaining vendor records and the online AP database
• Process electronic payments through online banking for government remittances and applicable vendors
• Maintain and update insurance coverage as required
• Coordinate insurance claims and reporting; enter and code monthly vehicle and equipment usage data
• Process and record incoming payments, issue receipts and other accounts receivable duties as assigned
• Receive and distribute incoming mail and fax communications
• Manage outgoing mail and courier packages, including preparing shipping documentation and scheduling pickups for parcels, documents, and water samples
• Provide administrative support to the senior management team, staff and clients
• Provide secretarial support; including scheduling meetings, tracking meeting quorum, recording minutes of SVCA meetings, compile agenda packages, track and index motions, policies and reports
• Ensure Board Room is set up and connected for hybrid meetings; organize catering and refreshments for in-person meetings
• Assist with processing of FOI requests
• Assist with AODA remediation of documents, and accommodation requests
• Assist with maintaining and updating appropriate portions of SVCA intranet
• Assist with the management of staff training
• Oversee the employee uniform program by coordinating with suppliers, selecting appropriate items, placing orders, and distributing uniforms to staff
• Coordinate and monitor office equipment maintenance and service needs
• Provide support to front-desk reception, including answering phones and greeting visitors
• Promote and ensure compliance with all SVCA Health & Safety Policies and the Occupational Health and Safety Act (OHSA)
• Perform additional duties as assigned, consistent with the scope and responsibilities of the position

Work Environment and Conditions

This position is based in an office environment and involves standard administrative duties performed during regular business hours. However, during a flood emergency, the role may require flexibility and responsiveness, with working outside of regular hours in a shift format to support documentation, communication, and coordination efforts.

Wages and Benefits

• 5 hours per week, full-time, permanent
• Salary range: $56,091 to $69,167
• Enrolment in SVCA’s Employee Assistance Program

Start date

As soon as possible

Closing date for applications

Friday, October 10 th , 2025, 11:59pm

Please submit your cover letter and resumé outlining how your experience meets the necessary qualifications by email to:

Email is the preferred submission method. Submit your cover letter and resume as one .pdf document. Document file name and email subject line should be your name followed by _ADMIN (e.g. Jane.Smith_ADMIN.pdf).

We thank all applicants for their interest, however only those selected for an interview will be contacted.

SVCA is an Equal Opportunity Employer. In regards to the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), SVCA will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If you require disability-related accommodations or more information about accommodation, please visit: www.saugeenconservation.ca/access or email [e-mail]

All personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

Saugeen Valley Conservation Authority (SVCA) proudly serves fifteen municipalities across five counties: Bruce, Grey, Huron, Wellington, and Dufferin, ensuring comprehensive and collaborative environmental management and conservation efforts throughout these regions. The Administration Office of Saugeen Valley Conservation Authority is situated in the village of Formosa, Ontario, within the Municipality of South Bruce. We offer competitive public sector pay and the opportunity to make a difference in the communities we serve.

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