Administrative Assistant; Finance

Administrative Assistant, Finance

Classification: Administrative Assistant

Bargaining Unit: O&T

Status: Permanent, Full-time (40 hours per week)

We are looking for a meticulous Administrative Assistant to mainly support Finance and Member Records as needed. This position is responsible for accurate data entry and record maintenance related to accounts payable (AP), accounts receivable (AR), and member account (MR) transactions.

The ideal candidate will have strong organizational skills, excellent attention to detail, and the ability to manage financial and member data accurately within multiple systems.

As a member of the Finance team, the Administrative Assistant has dual reporting lines, reporting to the Accounting Manager as their functional manager with a dotted line to the Manager of Administration on organizational administration outlined in the collective agreement. This position has no direct reports.

Accounts Payable & Accounts Receivable

• Enter employer dues into the accounting system
• Enter member dues and update member information in the membership database
• Ensure consistency between finance records and the member database
• Process vendor invoices, payments, and adjustments in the accounting system
• Process expense reimbursement forms and credit card statements
• Liaising between employers, vendors, members, and internal staff
• Support finance and member services teams during audits and reporting periods
• Maintain organized electronic and physical financial records
• Other related finance duties as assigned

Other Administrative Duties as assigned

• Coordinating both general and member correspondence
• Administrative support with managing member grievances and other advocacy files
• Overseeing member bargaining and contract cycles to ensure their accuracy
• Administrative support with organizing new members
• Providing reception support and its associated responsibilities as necessary
• Assisting in the preparation and implementation of meetings
• Providing support with the coordination and execution of UFCW events
• Supporting members at workplaces by processing documentation and creating various communications efficiently and accurately
• Supporting union reps with setting up online votes, sending out mass communication through various tools, and editing other correspondence using best office administration practices
• Other administrative duties as assigned

• Completed post-secondary education (a diploma or certificate in accounting is an asset)
• 1-3 years’ experience in administration support, data entry, or finance related roles
• Proficiency with spreadsheets and office applications (e.g., MS Office, Adobe, SharePoint)
• Experience with accounting and/or member databases is preferred
• Typing ability: 45+ WPM
• Ability to communicate clearly and effectively – both written and verbally
• Trusted to act responsibly with sensitive or confidential financial information
• Aptitude for producing well organized, detailed work
• Strong people skills with the ability to work within a team
• A positive, can-do attitude that is recognized by your peers
• Starting wage of $30.67/hour, with quarterly increases until $38.34/hour (April 1, 2026 rates);
• Employer paid premiums for extended health, dental coverage, vision care, life insurance and disability insurance to protect the health & welfare of you and your dependents;
• Eligibility to participate in the UFCW Pension Plan to help with your retirement; and
• Paid time-off for vacation, sick days, accumulated time off, and statutory holidays.

UFCW 1518 is committed to diversity and inclusion in the workplace. BIPOC, immigrants, women, and LGBTQ+ people are encouraged to apply.