Company:
Mamalilikulla First Nation
Details:
Job title – Finance Coordinator
Department/Group – Mamalilikulla First Nation
Level/Salary Range - Based on Qualifications
Job category – Administration/Finance
Position type - 5 days a week/Full Time
The Mamalilikulla First Nation is a Band government with 417 members situated on the coast between northern Vancouver Island and the mainland at the entrance to Knight inlet. With no members living on our reserves, membership is served from our office on the (we wai kum), Campbell River Indian Band reserve. We are seeking a dynamic and motivated person for the position of Finance Coordinator.
Position Profile:
Reporting to the Band Manager, this position requires that the applicant holds a diploma in accounting or bookkeeping plus five (5) years’ experience in senior accounting duties or equivalent experience. This non-accredited financial position has day to day accountability for the financial workflow of the band office. The responsibilities of this role includes financial reports, cash flow management, annual audit coordinator and budget preparation. In addition to daily accounting tasks, scope of work includes staff queries, meeting assistance, time and attendance records and various management reports as requested.
Responsibilities:
• Prudent management of accounts payable, accounts receivable and payroll functions according to policy.
• Accurate and timely posting of all financial transactions.
• Accurate and timely account reconciliations.
• Regular communication with Administrator and prompt notification of any notable incidents or errors.
• Preparation of annual budgets for Administrator review
• Cooperative assistance with annual audit and follow up action on recommendations from Auditor’s Management Report.
• Adherence to approved budget and prompt, accurate monthly financial statements and quarterly reports for Administrators review.
• Continual due diligence to ensure admin office is operating in a fiscally responsible manner and that it is protected against legal liability.
• Adequate insurance coverage in all required areas.
• Compliance of financial division with all laws, policies and any related funding source, federal, provincial and municipal government requirements.
• Understanding of and adherence to generally accepted accounting principles and commitment to keep division up to date with required professional training and certifications that may be required.
• Adherence to, and current and thorough knowledge of all policies relating to finance, personnel, payroll, operations, funding and all other pertinent policies and procedures.
• Correct handling, as per confidentiality laws, of financial and personal record information including proper storage, archiving and purging of electronic and paper records.
• Cooperative, contributive participation with team in a way that achieves individual job and department goals.
• Full attendance at staff meetings and conferences schedule and meaningful contribution to discussions.
• Successful community presence based on a desire to understand and work within culture, heritage, language and tradition.
• Professional, friendly and positive handling of all staff, manager and external interactions according to policy and guidelines.
• Conduct that maintains the integrity of the Nation.
General Accounting
1.0 Accounts Payable & Receivable Management
1.1 Review and code all incoming mail.
1.2 Enter invoices and cheque requisitions into computer system.
1.3 Ensure invoices and cheque requisitions are properly authorized with the appropriate back-up.
1.4 Ensure deadlines are met / where deadlines exist.
1.5 Report any problems to Band Manager.
1.6 Prepare vouchers for filing and photocopying.
1.7 Ensure accounts payable and receivable compliance with policy and government regulations.
2.0 Payroll Management
2.1 Oversee the day to day functioning bi-weekly payroll function.
2.2 Oversee accurate payout of payroll.
2.3 Ensure all required changes or addition are made in a timely manner.
2.4 Provide year end summary report to Band Manager.
2.5 Oversee payroll compliance with Band policy and Revenue Canada regulations.
3.0 Financial Reporting
3.1 Present quarterly financial reports and annual March 31 in house audit report to Administrator.
3.2 Prepare budget to financial year end with outstanding Accounts Receivable and Accounts Payable.
3.3 Reconcile AANDC (Aboriginal Affairs and Northern Development Canada) funding.
3.4 Prepare yearly financial statements and forecasts.
3.5 Prepare monthly Receiver General report.
3.6 Prepare and submit quarterly WCB remittances to Work Safe BC.
3.7 Track all GST paid annually, apply for dollars from Canada Revenue Agency.
4.0 Advanced & Year-End Accounting
4.1 Perform year-end duties.
4.2 Reconcile accounts as directed at year-end such as A/P and A/R sub ledgers.
4.3 Complete journal entries associated with delegated assignments.
4.4 Decide on deferred revenue, prepaid expenses and reclassification of expenses to level of authority allowed.
4.5 Process A/R year-end, reviewing accounts for outstanding balances.
4.6 Process stop payments.
4.7 Oversee required reconciliation and preparation of T4s, T5007s and T4As, at year-end.
4.8 Prepare rollovers at year-end.
4.9 Assist auditor with year-end preparation.
4.10 Prepare chart of accounts for auditor.
5.0 General Accounting Duties
5.1 Prepare bank reconciliation and make bank deposits weekly.
5.2 Coordinate process of and update accounting software annually.
5.3 Transfer money between accounts as allowed by level of authority.
5.4 Arrange travel and travel advances as required.
6.0 General Office Duties
6.1 Approve staff leave requests on behalf of Administrator when required.
6.2 Apply for credit applications with hotels, airlines and suppliers.
6.3 Assist Executive with travel requirements (hotel, airlines etc.).
6.4 Manage all office/building maintenance repairs.
6.5 Keep inventory for office up to date (i.e. computers/laptops/phones).
7.0 Professional Development
7.1 Work with auditors, consultants and stakeholders to learn new methods and improve operations and financial controls
7.2 Stay current with trends and new initiatives in the area of finance and accounting.
8.0 Team Participation
8.1 Liaise and work cooperatively with all staff.
8.2 Learn new computer software, management techniques and all required work skills.
8.3 Cooperatively attend all sponsored training, work-related conferences, seminars and workshops as requested.
9.0 Clerical Support
9.1 Manage, sort, distribute and record incoming and outgoing mail and faxes.
9.2 Manage outgoing and incoming courier packages.
9.3 Photocopy and distribute photocopies as required.
9.4 Operate a variety of office equipment including computers, telephones, printers and copiers.
9.5 Purchase office supplies and maintain inventory.
9.6 Maintain office forms and update as needed.
10.0 Other Duties
10.1 Perform other duties as required.
Qualifications & Experience:
Job Qualifications
Education:
• Diploma from recognized college specializing in accounting or bookkeeping.
• Training in computerized payroll.
• Proficient in Windows Office Suite (Word, Excel and Outlook)
• Highly proficient in SAGE Accounting Software.
• Willing to upgrade skills through training and courses relating to job duties as they become available and are required.
Experience:
• Five (5) years directly related experience in the majority of specialties listed in this job description including senior accounting duties such as budgets, audits, reconciliation of accounts, A/P, A/R, payroll and general accounting practices.
• Previous experience working in a First Nations Community is preferred.
Equivalent:
• Grade 12 plus ten (10) years recent, related experience, education or training deemed equal to the above requirements may be considered.
• Regardless of equivalency, professional accounting upgrade may be required in the future as stated above.
Hiring Requirements:
• Must hold a valid BC Driver’s License, valid car insurance and a reliable vehicle.
• Must be able to provide official copies of academic and certification records.
• Must be able to provide three (3) employment references. Valid references are defined as a direct supervisor who is familiar with the applicant’s work.
• Must pass a Criminal Records Check.