Finance Administrative Assistant

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.

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.

• Scan and upload incoming financial documents, including invoices, receivables, bills, and related documentation, into Quick Books 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.

• 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.

• 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.

• Previous administrative, finance, accounting, or accounts payable experience is an asset.
• Experience with Quick Books 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…