Finance Administrator

Kootenay Career Development Society; Castlegar; Hybrid; CAD 31,000 - 44,000; Full time

Job summary

Kootenay Career Development Society (KCDS) is a community-focused nonprofit providing employment services and training. We seek a Finance Administrator to support payroll, invoicing, and financial records in a collaborative team.

The role offers hybrid work (office in Castlegar) and a wage of CAD 27/hour to start, with benefits eligibility after 90 days. You will engage with Finance, HR, and Operations to ensure accurate financial operations.

Qualifications

• Certificate or diploma in business or accounting fields; equivalent experience considered.
• Minimum two years in finance, payroll, bookkeeping or administrative support.
• Experience with Microsoft 365 apps and payroll systems (Payworks).
• Experience with government-funded or non-profit programs is an asset.

Responsibilities

• Process client payroll records in Payworks and ensure accuracy.
• Handle invoices, expenses, and financial documentation.
• Support reconciliation, reporting, and audits.
• Maintain financial records and databases.
• Cross-train and support other finance team tasks.
• Assist with year-end payroll reporting and T4A/E prep.

Skills

Attention to detail

Organizational skills

Independent worker

Team collaboration

Communication skills

Multitasking

Confidentiality

Problem-solving

Education

Certificate or diploma in Business Administration or Office Administration

Two years finance/payroll experience

Tools

Microsoft 365 (Excel, Outlook, Teams, Word, SharePoint)

Payworks

QuickBooks Online

Job description

Join a Team That Makes a Difference

Kootenay Career Development Society (KCDS) is a community-focused organization committed to helping people build meaningful careers and stronger futures. Through employment services, training programs, and community initiatives, we work every day to create positive impacts across the Kootenays.

We're seeking a highly organized and detail-oriented Finance Administrator to join our Finance Team. This role is ideal for someone who enjoys working with numbers, maintaining accurate records, supporting multiple stakeholders, and contributing to a collaborative and mission-driven organization.

The Opportunity

Reporting to the Finance Manager, the Finance Administrator provides essential administrative and financial support to ensure the smooth operation of KCDS's finance functions. Responsibilities include financial supports administration, accounts processing, client payroll administration, reporting, reconciliation activities, and maintaining accurate financial records.

This 28 hr/wk (with the possibility of 35 hours/week) position works closely with Finance, Employment Programs, HR, and Operations teams to support effective service delivery across the organization and can be either fully in office or a hybrid of remote and at least one day/week in our Castlegar office.

Key Responsibilities

Client Payroll Administration

• Set up and maintain client payroll records within Payworks.
• Collect, review, and process payroll information.
• Complete bi-weekly payroll entries and reporting.
• Respond to payroll inquiries and investigate discrepancies.
• Assist with year-end payroll reporting and T4A/T4E preparation.

Financial Administration

• Process invoices, expense claims, and financial documentation as assigned.
• Purchase and accurately track and disperse financial inventory (gas cards, etc)
• Maintain accurate electronic and financial records.
• Support reconciliation processes and internal audits.
• Assist with preparation of reports and financial tracking tools.
• Participate in quality assurance and continuous improvement initiatives.

Financial Supports Administration

• Process client financial support reimbursements accurately and in a timely manner.
• Verify supporting documentation and ensure compliance with program and funder requirements.
• Track reimbursement status and follow up on outstanding claims.
• Maintain financial support databases and reporting tools.
• Complete data entry, billing, and reporting requirements related to client financial supports.

Team Support

• Cross-train within the Finance Department and provide coverage during absences.
• Support documentation, filing, and process improvement activities.
• Participate in team meetings and organizational initiatives.
• Perform other related duties as assigned.

Skills & Abilities

• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to work independently while contributing effectively to a collaborative team.
• Excellent interpersonal and communication skills.
• Ability to manage multiple priorities and deadlines.
• High degree of professionalism, confidentiality, and discretion.
• Strong customer service orientation and problem-solving abilities.
• Comfort learning and using multiple software systems.

Education & Experience

• Certificate or diploma in Business Administration, Office Administration, Accounting, Bookkeeping, or a related field; equivalent experience will be considered.
• Minimum two years of experience in finance, bookkeeping, payroll, or administrative support roles.
• Experience working with:
  • Microsoft 365 (Excel, Outlook, Teams, Word, SharePoint)
  • Payroll systems (Payworks preferred)
  • Accounting software (QuickBooks Online preferred)
• Experience supporting government-funded programs, non-profit organizations, or contract-funded environments is considered an asset.

Wage: $27.00 to start, eligible for benefits at 90 days

Why Work at KCDS?

At KCDS, you'll join a team that values:

• Collaboration and teamwork
• Continuous learning and professional development
• Flexibility and innovation
• Diversity, equity, and inclusion
• Positive impact in our communities

We offer a comprehensive total compensation package, supportive workplace culture, extended health benefits, RRSP contribution matching, professional development opportunities, and the chance to make a difference every day.

Kootenay Career Development Society provides employment and career development services in Nelson, Castlegar, Trail, Salmo, Kaslo and Slocan. We deliver the WorkBC program and a full range of services in our areas as well as a range of programs and workshops that empower individuals, employers, and communities economically and socially through career development, employment counseling, and human resource planning. KCDS is a dynamic, diverse, and change-responsive centre of excellence.

KCDS is committed to diversity, inclusion and respect in the workplace and welcomes applicants from all groups who may contribute to the diversity of KCDS. For more information, please visit kcds.ca/about.

We are working for a world where no one is powerless, and where creating change is a part of everyday life. We are just getting started and hope you'll join us!