Finance Administrative Assistant

Institute for the Advancement of Aboriginal Women (IAAW); Edmonton; Hybrid; CAD 42,000 - 54,000; Full time

Job summary

The Institute for the Advancement of Aboriginal Women (IAAW) in Edmonton seeks a Finance Administrative Assistant to support day-to-day financial operations, including invoice processing, payments, and audit-ready records. You will work under the Finance Supervisor to ensure accuracy, confidentiality, and timely processing of financial workflows.

The role emphasizes organization, attention to detail, and effective communication with staff, vendors, and leadership.

Qualifications

• Previous administrative, finance, accounting, or accounts payable experience is an asset.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• High level of attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to review financial documentation and identify missing or incomplete information.
• Ability to maintain organized electronic and paper-based records.
• Proficiency with Microsoft Office and Microsoft Teams.

Responsibilities

• Scan and upload incoming financial documents, including invoices, receivables, bills, and related documentation, into QuickBooks Online and the IAAW system.
• Process financial documents in accordance with organizational financial policies and procedures.
• Maintain organized paper and digital financial files.
• Ensure invoices and payment documentation are complete and properly maintained to support an accurate audit trail.
• Review staff expense claims for appropriate coding, supporting documentation, and required approvals, ensuring compliance with IAAW policies and procedures.
• Prepare payment packages for the CEO and/or other authorized signers, including all required invoices, bills, payment documentation, and supporting materials.
• Obtain the CEO’s signature and one additional authorized Board signature on required payment documents.
• Confirm payment packages are complete and prepare approved cheques for mailing.
• Follow up with staff and vendors when invoices or payment documentation are incomplete, including missing purchase orders, receipts, coding, or other required details.
• Confirm vendor payment information, including mailing addresses, e-transfer email addresses, and remittance information.
• Respond to routine vendor payment inquiries and direct more complex questions to the appropriate finance staff.
• Maintain accurate cheque logs and ensure cheques and related documentation are properly filed.
• Maintain organized files for grant agreements, budgets, payments, and financial reports.
• Update monthly budget-to-actual information in Microsoft Teams to monitor expenses against approved grant budgets and identify over or under-spending.
• Work with auditors and finance staff to ensure financial reports and supporting documentation are accurate and complete.
• Maintain weekly and bi-weekly payment schedules and monitor payment cut-off deadlines.
• Monitor finance inboxes and ensure incoming requests and documentation are routed appropriately.
• Organize finance emails into categories such as Urgent Payment, To Be Entered, Pending Approval, and Follow-Up Required.
• Proactively follow up on outstanding items and help keep finance workflows moving to minimize backlogs.
• Provide administrative and financial support to the Finance Supervisor and Finance Clerk as required.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Independence / work independently

Proactive follow-up

Tools

QuickBooks Online

Microsoft Office

Microsoft Teams

Job description

Reports to: Finance Supervisor
Location: Edmonton Office
Salary Range: Based on experience.
Closing Date: The posting will remain open until a suitable candidate has been chosen.

Position Summary

The Finance Administrative Assistant supports the day-to-day financial operations of the organization by coordinating invoice processing, preparing payments, maintaining organized financial records, and ensuring financial documentation is complete, accurate, and audit ready.

This role plays an important part in ensuring finance workflows run efficiently, accurately, and on schedule. The successful candidate will be organized, detail-oriented, dependable, and committed to maintaining confidentiality and following established financial policies and procedures.

Reporting to the Finance Manager, the Finance Administrative Assistant will be responsible for the following:

• Scan and upload incoming financial documents, including invoices, receivables, bills, and related documentation, into QuickBooks Online (QBO) and the IAAW system.
• Process financial documents in accordance with organizational financial policies and procedures.
• Maintain organized paper and digital financial files.
• Ensure invoices and payment documentation are complete and properly maintained to support an accurate audit trail.

Accounts Payable

• Review staff expense claims for appropriate coding, supporting documentation, and required approvals, ensuring compliance with IAAW policies and procedures.
• Prepare payment packages for the CEO and/or other authorized signers, including all required invoices, bills, payment documentation, and supporting materials.
• Obtain the CEO’s signature and one additional authorized Board signature on required payment documents.
• Confirm payment packages are complete and prepare approved cheques for mailing.
• Follow up with staff and vendors when invoices or payment documentation are incomplete, including missing purchase orders, receipts, coding, or other required details.
• Confirm vendor payment information, including mailing addresses, e-transfer email addresses, and remittance information.
• Respond to routine vendor payment inquiries and direct more complex questions to the appropriate finance staff.
• Maintain accurate cheque logs and ensure cheques and related documentation are properly filed.
• Maintain organized files for grant agreements, budgets, payments, and financial reports.
• Update monthly budget-to-actual information in Microsoft Teams to monitor expenses against approved grant budgets and identify over or under-spending.
• Work with auditors and finance staff to ensure financial reports and supporting documentation are accurate and complete.
• Maintain weekly and bi-weekly payment schedules and monitor payment cut-off deadlines.
• Monitor finance inboxes and ensure incoming requests and documentation are routed appropriately.
• Organize finance emails into categories such as Urgent Payment, To Be Entered, Pending Approval, and Follow-Up Required.
• Proactively follow up on outstanding items and help keep finance workflows moving to minimize backlogs.
• Provide administrative and financial support to the Finance Supervisor and Finance Clerk as required.

Cultural & Organizational Support

• Uphold Esquao’s mission, vision, and values through daily interactions and service delivery.
• Maintain a respectful, inclusive, and welcoming approach when interacting with guests, community members, vendors, and staff.
• Contribute positively to a collaborative, respectful, and supportive team environment.
• Handle financial and organizational information with discretion and confidentiality.
• Demonstrate a commitment to accuracy, accountability, and service excellence in all aspects of the role.

Qualifications & Skills

• Previous administrative, finance, accounting, or accounts payable experience is an asset.
• Experience with QuickBooks Online (QBO) is an asset.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• High level of attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to review financial documentation and identify missing or incomplete information.
• Ability to maintain organized electronic and paper-based records.
• Proficiency with Microsoft Office and Microsoft Teams.
• Ability to work independently while contributing effectively to a team environment.
• Strong follow-up skills and a proactive approach to completing outstanding tasks.
• Ability to maintain confidentiality when handling sensitive financial and organizational information.
• Commitment to respectful, inclusive, and culturally responsive service.

What We are Looking For

The ideal candidate is a highly organized and dependable finance professional who takes pride in accurate work, follows through on commitments, and understands the importance of timely financial processing. They will be comfortable working with staff, vendors, leadership, and Board members while maintaining professionalism, confidentiality, and a strong service orientation.

IAAW is committed to equitable hiring practices and welcomes applications from qualified Indigenous persons.

Please note: Full time = Monday to Friday

Esquao, the Institute for the Advancement of Aboriginal Women, is an Alberta non-profit organization that serves to amplify and share the voices of Indigenous women on the issues and challenges they face.