The Natural Step Canada - Office & Finance Manager

Position: Office and Finance Manager
Reports To: Executive Director
Position Location: Ottawa, Ontario CANADA
Details: Full time starting September 1, 2007
Salary Range: $38,000 - $45,000

The Natural Step Canada is a non-profit organization that uses a science-based framework to help individuals, communities and organizations understand and take meaningful steps toward sustainability. Its office is in Ottawa, Ontario, Canada. For more information on The Natural Step Framework and The Natural Step please refer to our website at www.naturalstep.ca.

Job Summary

Under the direction of the Executive Director the Office and Finance Manager's primary responsibilities are to organize and coordinate TNS Canada's office operations and procedures in order to ensure organizational effectiveness and efficiency, and to oversee and manage TNS Canada's financial system.

In addition, the Office and Finance Manager may be asked to assist with one-time projects such as coordinating office moves, organizing training sessions, assisting with events that TNS may be hosting, etc.

Skills

This position demands a professional individual with highly developed organizational and administrative skills, as well as a thorough knowledge of computer software packages, databases, electronic communication tools and financial management software. The incumbent should have an outgoing personality, good interpersonal skills, the ability to take initiative, to work independently, to meet deadlines in a fast-paced environment, and to understand financial systems. Interest in sustainable development and proficiency in French are both assets.

Duties and Responsibilities

1. Office Management

• Responsible for day-to-day efficient functioning of office
• Oversee office suppliers, vendors, and accounts - eg. insurance, rent, phone, internet service provider, technical support, web office, etc.
• Act as the point of contact for landlord, responsible for correspondence related to leased office space
• Ensures office supplies, equipment, stationary, are ordered as required
• Ensure office equipment is maintained and functional and maintains a list of software passwords
• Prepares annual corporate filings
• Creates and maintains paper and electronic filing system for invoices, cheques, corporate filings, and general office files including regular back-up of data.
• Assists with board meeting logistics and organization
• Maintains inventory of assets and equipment
• Maintains petty cash
• Maintain office records

2. Financial

• Monitors cash flow and provides weekly reports to Executive Director and Treasurer
• Updates revenue tracking template weekly
• Monitors accounts receivable and follows up on accounts 30 days or more past due
• Monitors accounts payable and ensures timely payment of accounts including suppliers, utilities, taxes, insurance
• Prepares deposits, invoices, and payroll
• Submits regular GST payments and filings
• Manages book keeper
• Manages employee expense reports
• Conducts monthly eLearning reconciliation
• Provides financial coding for all transactions to book keeper, oversees entries
• Liaison with Treasurer
• Prepares monthly financial reports from accounting system, distribution to Executive Director and Treasurer
• Prepares quarterly statements including Budget to Actual and participates in financial analysis with Executive Director and Treasurer
• Contributes to budgeting process and inputs annual budget in Simply Accounting
• Prepares information for annual audit
• Contributes to financial system improvements and provides annual review of system effectiveness and recommendation for improvements

3. HR

• Reviews staff expense reports and timesheets to ensure completeness, accuracy, and timeliness and to allocate expenses to program and project areas. Forwards to Executive Director for approval
• Completes monthly payroll, including calculation and payment of source deductions and taxes
• Administer staff benefits program
• Ensures the preparation of necessary forms such as T4, record of employment
• Collects and analyze time sheets monthly

4. Administrative Support

• Coordinates and prepares advisory contracts
• Maintains and forwards voice mail from the general mailbox to the appropriate staff member
• Sort incoming mail, faxes, and courier deliveries for distribution
• Update and ensure the accuracy of the organization's contact databases
• Record minutes of meetings as required
• Other admin support duties as required

Qualifications

Education & Experience

• A college or university degree or technical certificate from a recognized institution in a related field such as administration; and/or
• 2-5 years of relevant work experience in an office setting.

Knowledge, skills and attributes

• Accounting and bookkeeping knowledge
• Ability to work well in a team, self-motivated, ability to work independently
• Detail-oriented, organized, able to prioritize multiple projects
• Computer competence
• Writing and communication skills
• Accurate data entry skills
• Good problem solving skills
• Interest in sustainability

Application Process

If you are interested in this position, please send a resume and cover letter by August 6, 2007 to The Natural Step Canada at info@naturalstep.ca or by fax at 613-748-1649 or by mail to 355 Waverley St. Ottawa, ON, K2P 0W4.

We thank all candidates for their interest however, due to the volume of applications and inquiries we receive, only those selected for an interview will be contacted. Late resumes will not be accepted. Please do not respond by telephone. Thank you.