Finance Administrative Assistant

About This Position
Do you have a passion for working with older adults, including people living with Alzheimer’s disease and other dementias and their care partners? Are you looking for a position that offers variety and incredible job satisfaction?

Job Status:
Full-time, 12-month Contract, 35 hours per week (new role)

Location:

Alzheimer Society Southwest Partners:

Middlesex Site– 435 Windemere Road, London

Summary
The Finance Administrative Assistant is an important part of the operations and finance team. This role maintains flow of invoices, has knowledge of finance-related operations within all departments and communicates with good judgment, sensitivity, and tact. With strong attention to detail and an ability to multi-task, the Finance Administrative Assistant provides administrative support to the team through a variety of tasks related to the organization.

This includes responsibilities supporting the community clinical team with the respite program, accounts payable and receivable, requiring accuracy and discretion in handling financial data. The Finance Administrative Assistant is a natural with computers and databases and possesses the skills to assist in maintaining the organization and office’s administrative and financial processes.

Duties And Responsibilities
Accounts Payable

Enter all bills for payment in Quick Books software coding based on program.

Produce cheques or pay invoices by direct deposit for A/P bi-weekly.

Monitor cash flows.

Track grant monies/expenses.

Enter and reconcile VISA expenses.

Billing/Accounts Receivable

Prepare invoices for sponsor ships, education sessions and all other billing as required.

Ensure A/R is up to date with receivables paid in a timely manner and payments applied.

Administrative And Departmental Support

Prepare the bank deposit and appropriate bank deposit forms, assist in bank deposits as requested.

Assist Finance team with month end responsibilities as required

Support the Community Clinical Manager in monitoring and tracking expenditures related to the DRC respite program.

Maintain and analyze respite funding utilization

Assist in the preparation of monthly and quarterly DRC Program reports, as requested by the Community Clinical Manager.

Prepare and maintain accurate records, spreadsheets, and supporting documentation related to DRC respite funding and reporting requirements.

Liaise with external respite providers to verify invoice accuracy, resolve billing discrepancies, to ensure proper allocation of program funds.

Assist in supporting designated manager and their team.

Other duties as assigned by supervisor, director or CEO.

Evaluation & Other

As an employee of a non-profit organization, you are expected to participate in fund development activities as required,

Quarterly performance meetings and annual performance review with Supervisor.

Required Qualifications

Post-Secondary Education in a relevant field (such as business administration), adequate work experience or a combination of both.

2-3 years of relevant experience in an administrative role.

Able to work within an environment that requires a high degree of professionalism, confidentiality and discretion.

Exceptional ability to focus, multi-task, and follow-up with accuracy and efficiency.

Demonstrated proficiency in Microsoft 365, Power Point, Word, Outlook and Excel.

Excellent interpersonal, communication and organizational abilities (verbal and written).

Strong time management skills.

Experience with accounts payable / receivable.

Experience working within and maintaining databases.

Experience supporting Finance related work

Valid driver’s license and access to a vehicle.

Valid Vulnerable Sector Police Check screening required.

Preferred Qualifications

Experience in the non-profit health care sector.

Knowledge of Alzheimer disease and related dementias.

Knowledge and experience around Health and Safety.

Immediate Supervisor:
Finance Controller

Indirect Supervisor:
Director of Operations

Direct Reports:
None

Working Conditions
In office setting. Some work from home. General office duties, typing, filing, occasional lifting / carrying 25lbs, reaching, bending, walking, sitting, and standing. Freedom of movement throughout…