POSITION ANNOUNCEMENT

FINANCE/OFFICE ADMINISTRATOR

 

September 2019

 

Full-time, (Forty hours per week, flexible scheduling, including evenings and weekends)

 

ORGANIZATIONAL CONTEXT: 

The WSO is a registered charity that has been the lead musical organization in Windsor since 1947.  With a professional orchestra of 42 musicians and an operational budget of approximately two million dollars, the WSO provides an extensive program of live music, education and community outreach programs in the Windsor-Essex region.

 

 The WSO is governed by a Board of Directors.  The Music Director is responsible for the Artistic Programs of the WSO.  The Executive Director is responsible for the administration and operational support for the Artistic Programs. Since 2012, the WSO has also been responsible for the day-today management of the Capitol Theatre through an operating agreement with the City of Windsor, the owner of the building.  The primary revenue streams for the WSO are earned revenue, contributed income (donations, sponsorships) and grants.

The staff of twelve work as a team, with each staff person being responsible for a specific area or department, and providing back up and support to colleagues to ensure success on all fronts.  The musicians are engaged on a contract based on services performed and work under a Master Agreement with the Canadian Federation of Musicians.

During the past five years, the business needs and financial management requirements of the WSO have changed, due to the WSO’s new role of theatre manager, implementation of an in-house ticketing system,  and expansion in Education and Community Outreach programs In 2017, the WSO engaged a national accounting firm to assessment current practices and policies.  The creation of the Finance and Office Administrator is in response to the assessment and recommendations.  The position consolidates the responsibilities of the bookkeeper with other financial tracking and reporting currently being done by department managers as well as the office administrator duties.  

A Job Description is attached

 

APPLICATION PROCESS: 

Interested candidates are invited to submit a resume and references to: Employment@windsorsymphony.com

Windsor Symphony Orchestra

121 University Avenue West Windsor, ON N9A 5P4

Re: Job Posting, Finance/Office Administrator  

For more information about the WSO, visit www.windsorsymphony.com

DEADLINE:  Deadline for applications: Monday, October 21, 2019 at 4:30 p.m.

POSITION DESCRIPTION

 

POSITION TITLE: Finance and Office Administrator  

POSITION DESCRIPTION:  Full-time

REPORTS TO:  Executive Director

POSITION SUMMARY The Finance & Office Administrator is responsible for maintaining accurate and timely accounting records for the organization and for the oversight of office equipment and supplies.

Finance:  The Administrator is responsible for the preparation and maintenance of all financial records relating to all WSO/Capitol Theatre activities, including Education and Community Outreach programs, Capitol Theatre rentals and bookings, and revenues through concession sales.  The areas of responsibility include maintenance of accounts payable and accounts receivable, financial tracking for grants, deposits and disbursements, reconciling sales and donations, processing of payroll, maintenance of the general ledger and regular financial reporting. In conjunction with the Executive Director, the Finance Manager maintains strong financial controls, assists with the development and monitoring of budgets, and prepares materials to support the year end audit of financial statements.

Office:  The Administrator is responsible for ordering all office supplies and the oversight of office equipment and service contracts, as well as maintaining records for employees’ sick leave, vacation time and unpaid leave.

 

 

DUTIES AND RESPONSIBILITIES:

Finance:

  • Set up and development of general ledger accounts and financial statement specifications to support organizational and program activity
  • Implementation of a Purchase Order system and entry of accounts payable, ensuring proper authorization of transactions, receipt of goods/service and entry of proper expense coding,
  • Preparation of cheques/disbursements
  • Generation of accounts receivable invoices for all departments, and collection of receivables
  • Preparing reports for HST filing, and applications and reports for raffle/lottery licences 
  • Maintenance and reconciliation of petty cash float 
  • Reconciliation of corporate credit cards
  • Preparation of bank deposits - creation, posting and balancing of subledger batches and other journals 
  • Posting of sales transactions in the general ledger, in consultation with the Patron Services Coordinator and the Capitol Theatre Manager
  • Tracking of cashflow requirements 
  • Monthly reconciliation of bank, investments, accounts payable and receivable and other general ledger accounts to subledgers, sales database, and other supporting documentation
  • Monitoring of budgets for programs and grants, including identification of opportunities for cost savings
  • Preparing of financial reporting required for grants from 3rd party funders
  • Preparation of working papers and schedules up to and including the draft financial statements
  • Preparing and improving upon monthly financial reporting for management and the Board of Directors

 

Payroll/Benefits: 

  • Maintaining and processing payroll using Ceridian
  • Maintenance of employee benefit and pension plans

 

Office: 

  • Maintaining records of absence and vacation
  • Oversight of contracts and maintenance of all office equipment, including service agreements with 3rd party suppliers
  • Ordering of office supplies

 

Other Duties

Additionally, the position supports the organization by:

  • Responding to incoming calls as a back up to other staff
  • Serving as a member of the Will Call/Ticket Sales team for concerts (occasionally).

 

CORE FUNCTION & COMPETENCIES:

  • Excellent knowledge of bookkeeping, accounting procedures and controls
  • Demonstrated ability to work collaboratively in a team environment, including both staff and volunteers, maintaining a flexible approach, tolerating ambiguity and adapting working style as required.
  • Innovative approaches to deal with the demands of changing conditions.
  • Ability to work independently and see task through to completion on a timely basis with limited supervision.
  • Strong problem-solving skills - Identifies, defines and analyses problems and situations using rational and intuitive processes that result in the drawing of accurate conclusions and the generation of viable solutions.
  • Attention to detail; able to identify errors and omissions and make appropriate corrections/recommendations as well as improve processes to minimize future errors
  • Ability to balance multiple demands concurrently and prioritize own work with input from supervisor.
  • Strong communication skills and ability to build positive relationships, able to communicate financial concepts to non-financial audiences.

 

 

MINIMUM JOB REQUIREMENTS

Education: Community College Diploma in Business or a University Degree in Business/Accounting.

Experience: Minimum of 3 years working in a bookkeeping role. Understanding of internal controls and procedures. Working understanding of payroll & employee benefits. Experience with financial statement preparation, year-end reporting and preparation for audits an asset. Experience in non-profit sector and familiarity with grant reporting is also considered an asset.

Specific Skills:  Proficient in general computer skills including knowledge of customer relationship management systems, and Microsoft Office software programs, including MS Excel. Experience with Sage Premium and Ceridian Web payroll are considered an asset. 

This position is primarily office based. If the employee does not have his/her own vehicle, transportation support will be provided for organization events which may be outside of regular office hours at locations in Windsor-Essex.