Administrative Assistant & Bookkeeper

Job Description:

Reception/Administrative Assistant & Bookkeeper

The Opportunity:

Your administrative position will help to support children and their families to reach their full potential and to succeed and thrive. You will support families to help themselves by providing opportunities for them to learn, develop social networks, and access concrete support and appropriate upstream family-centered programs and services.

Through the adoption of a strength-based empowerment model, you will partner with families and communities to meet expressed needs. With training, support, and mentorship, you will focus on the promotion of wellness and the use of upstream programs. You will do this by using an ecological lens that recognizes the interdependent nature of individuals, families, and communities and the impacts of the social determinants of health. Finally, you will work to strengthen resiliency to help Improve the physical, mental, social, and intellectual health and well-being of individuals (infants, children, and adults), families, and communities.

The Nuts & Bolts:

To carry out this important work, in concert with your team, you will coordinate and facilitate the following programs and services:

Reporting to the Executive Director, the position’s responsibilities are as follows:

• Provide administrative support to the Executive Director, including assistance with regular reporting to funders and to the Board of Directors.
• Carry out the bookkeeping process using QuickBooks Desktop. Prepare and make all bank deposits and payroll remittances, etc. Bookkeeping tasks such as data entry, invoicing, and accounts payable/receivable.
• Coordinate and manage projects, ensuring deadlines are met and tasks are completed accurately.
• Proofread financial documents and reports for errors or discrepancies.
• Provide administrative support, including answering phone calls, scheduling appointments, and filing documents. Provide information in a professional manner and/or direct inquiries to the appropriate staff members. Administration duties to support the functioning of the centre (reception, phone, centre tours, program registrations, etc.).
• Maintain an effective and up-to-date filing system.
• Assist all staff in the planning, execution, and administration of Family Place’s programs, services, and special events.
• Order office supplies and maintain inventory.
• Support the team in delivering a variety of programs and services. Visit us here (https://www.familyplacepei.com/) to learn more about our programs and services.
• Promotion and Awareness Campaigns – Promote our free programs and services using a variety of strategies such as booths, dissemination of PR material, and coordination of presentations.
• Support event planning and coordination efforts as needed. Event planning- PEI Touch a Truck
• Support of the Full Circle Family Doula program.
• Administration of the hospital grade breast pump loan program and the hospital-based ‘Books for Babies’ program.
• Other duties as required by the Executive Director.

Personal Attributes:

• High degree of initiative, able to prioritize tasks and multiple activities while meeting deadlines.
• Motivated and eager to develop your knowledge base through continuous learning (formal and informal).
• Work effectively as a team player.
• Self-directed and able to work with minimal supervision.
• Excellent oral and written communication skills.
• Advanced inter and intrapersonal skills.
• Exceptional organizational skills.
• Reliable.
• Participant-focused.

Formal Education/Training Required for Admin Position:

• Previous experience in an office or administrative role is preferred.
• Proficiency in using Google Suite and QuickBooks software.
• Strong attention to detail and accuracy in data entry and proofreading tasks.
• Excellent organizational and time management skills to prioritize tasks effectively.
• Ability to work independently as well as collaborate with a team.
• Strong communication skills, both written and verbal.
• Experience working in a not-for-profit context is a plus.
• Office Administration training or equivalent work experience (minimum 3-5 years).
• Experience working with non-profit organizations, bookkeeping, and/or accounting experience would be considered an asset.
• Demonstrated computer skills in a variety of software applications including MS Office, Google platform, and others.
• Bookkeeping certificate or diploma is an asset. Experience using QuickBooks is an asset. Training will be provided for the right candidate.
• Criminal record check & vulnerable record check.

About this Job:

• We offer competitive compensation and benefits packages.
• This position offers an opportunity to develop bookkeeping skills while providing administrative support in a professional office environment.
• If you are a detail-oriented individual with strong organizational skills and a passion for numbers, we would love to hear from you.
• Location: Family Place, Summerside, PE.
• Terms of Employment: Part-time 15 hours per week.
• Wage Range $16.50 – $27.00: Commensurate with credentials and experience. Wage is determined by our wage grid which is based on the provincial wage grid for certified ECE’s.  
• Family-friendly policies, paid sick leave, paid personal days, healthy living allowance, paid training, and co-pay Blue Cross. Note: benefits commence after the probationary period is satisfactorily completed and are restricted to permanent staff.
• Anticipated Start Date: As soon as possible.

How to Apply:

• Qualified applicants should forward an electronic resume and cover letter to Family Place by email familyplace@eastlink.ca  or snail mail to Family Place, 75 Central Street, Summerside, PE, C1N 3L2 attention: Laura Quinn Graham, Executive Director.
• No phone calls or walk-ins.
• Include a cover letter and up-to-date resume.
• Closing Date: September 1, 2023. Applications are being processed as they are received.
• We appreciate all applications, however, due to the volume of applications, only those who are selected for an interview will be contacted.

About Us:

Family Place is a non-profit, charitable organization that exists to provide a comprehensive range of free pre and postnatal, family support, parent education, and child development programs and services to families with children from conception to 12 years living in East Prince County and PEI. Particular focus is aimed at reducing barriers to accessing services and reaching families who are experiencing additional life challenges.

Equal Opportunity Employer:

Family Place is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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