Finance Assistant

Nanaimo Ladysmith Public Schools (NLPS) is seeking a skilled and detail-oriented Finance Assistant to support and join its Finance Team, in a continuing and full-time capacity! Under the general direction of the Assistant Secretary-Treasurer, or delegate, the Finance Assistant supports various functions within the Finance Department, with responsibilities distributed across different areas. While this role may include some or all of the duties outlined in the job description, specific tasks will be assigned based on departmental needs and priorities.

Position may require qualifications, duties, and abilities in those listed under General and those listed under the Purchasing Duties as assigned.

NLPS resides within the traditional territories of the Snuneymuxw, Snaw-naw-as and Stz'uminus First Nations and is a proud community partner with the Tillicum Lelum Aboriginal Friendship Centre and the Mid Island Metis Nation.

Employing more than 2,200 professionals all committed to the education of more than 15,000 students, all NLPS staff are integral to the excellent education system and the positive workplaces within the district; supporting the Strategic Plan Goals of Student Success, Student and Employee Wellness, and Truth and Reconciliation.

Learn more about who we are and what we offer on our website at .

• Liaises with district staff to obtain and process all payment requests including invoices, cheque requisitions, mileage claims, and expense reimbursements ensuring all requests are in compliance with Board policy and procedures.
• Manages the Purchasing Card Program (p-card), including liaising with the bank, issuing and cancelling cards, distributing statements, and downloading, reviewing, balancing, and interfacing transactions into the accounts payable system.
• Provides assistance and training, along with technical support, to all users of the district’s financial systems.
• Prepares monthly billing to external stakeholders including Provincial Ministries, licensees, Unions, and other outside entities and ensures billings are aligned with license and Collective Agreement language.
• Prepares departmental journal entries for a variety of purposes, as well as reviews and approves journal entries submitted by staff from schools, facilities, childcare, and other district programs and departments to ensure they align with Ministry guidelines surrounding funding and grant usage and parameters.
• Prepares and posts bank deposits. Reviews school deposits and banking transactions and reconciles one or more bank accounts monthly.
• Prepares monthly receivable and payable reconciliations to ensure the control accounts are balanced and agree to the aged trial balance listings.
• Manages all requests for donation receipts including assisting school/departments with collecting the appropriate information. Prepares and sends out official donation receipts for income tax purposes as required.
• Carries out internal audits as directed including p-card audits, department and school budgets, and staff assignments.
• Prepare and maintain financial tracking spreadsheets for budget to actual, and historical year over year variance analysis.
• Assist with the monitoring of schools/departments budgets and identifies any areas of concern.
• Assists in the preparation of various financial reports; in particular, annual and quarterly financial reports and financial statements, Goods & Services Tax, Provincial Sales Tax and the annual Statement of Financial Information.
• Assists the Central Receiving Shipping Clerk to ensure efficient delivery of purchased goods and materials to the school and district sites and provides coverage for the position when required.
• Manages the…