Finance and Administrative Assistant - Richmond Hill, Canada - City of Richmond Hill

City of Richmond Hill

Verified Company

Richmond Hill, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Posting Id Department- Library- Location- RHPL - Central- Schedule- Monday to Friday- Employee Group- RHPL Non Union- Rate of Pay- $81, $95,089.

00 Annual- Job Type- Permanent Full Time- Replacement/New Position- New Hire- Posting Type- Internal and External- Posting Date- 05/10/2023- Application Deadline- 05/24/2023
Position Summary:

The Finance and Administrative Assistant is responsible for providing financial and administrative support in the day-to-day operations of the CEO's office at the Library.

Key Duties and Responsibilities:

Finance

Process financial transactions, including accounts payable, accounts receivable, purchase orders, purchase card statements, expense reports, etc.
Monitor multiple divisional operating and capital budgets to ensure expenditures and revenues remain within allocations, and proactively advise managers on spending risks.
Work closely with the Library's Financial Management Advisor at the City of Richmond Hill on financial planning and forecasting, including playing a key role in the preparation of annual operating and capital budgets for the organization.
Represent the Library at operating and capital budget planning and committee meetings, develop and steer the budget submission process, and ensure the library meets all deadlines.
Track and maintain year over year budget narratives.
Update executive and management teams monthly and as needed on status of overall and division project budgets.
Assist in the preparation of draft Board reports and presentations related to the library's financials, such as audits, yearend close, and final budget approval.
Update and report on annual capital asset inventory including furniture, computers, and other equipment.
Collect information about procurement needs and work with the City's Procurement team to create annual procurement plans.

Duties and Responsibilities Continued:

Administrative

Support directors with expense reports, setting up meetings, research, and other administrative needs.
Welcome guests into the administrative area.
Provide support with various administrative tasks, including mail distribution, meeting and room booking, catering, travel arrangement, filing and records management, contract coordination, event coordination, etc.
Support Committees, when required, by taking accurate minutes and coordinating meetings.
Act as a backup to the Executive Assistant and Governance Coordinator in their absence, which includes acting as Board Secretary for Library Board meetings and assisting the CEO.
Take initiative to recommend and improve processes.
Other duties as required.

Education and Experience:

College diploma in a relevant discipline such as business administration, finance, accounting.
Minimum of 3 years of recent relevant experience, ideally in a public library or public sector.

Required Skills/Knowledge:

Advanced proficiency with MS Office Suite, particularly MS Excel
Experience working with financial management software (SAP is an asset)
Demonstrated experience in processing financial and payroll transactions
Demonstrated experience in developing, tracking and reporting budgets
Experience preparing financial reports and spreadsheets and identifying discrepancies
Strong numerical, accounting and analytical skills and accurately
Excellent communication skills and strong interpersonal skills and
Extremely organized with demonstrated ability to perform detailoriented tasks
Ability to be accurate while balancing and delivering multiple deliverables
Maturity to deal with sensitive or confidential matters with tact and discretion
Excellent problemsolving ability, organizational and planning skills
Ability to work independently and as a part of a team

Richmond Hill Public Library Values:

About Richmond Hill Public Library
Richmond Hill Public Library is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.

This position may be relocated to another location in the future to meet service needs for the community. All applicants should understand that the ability to work at any library location is a requirement of this position.

The Library will require a current _Vulnerable Sector Screening_ from the successful applicant as a condition of employment.