The Primate s World Relief and Development Fund The Anglican Church of Canada POSITION DESCRIPTION

Transcription

1 The Primate s World Relief and Development Fund The Anglican Church of Canada POSITION DESCRIPTION Position Title: Finance Administrative Officer Immediate Supervisor: Director, Finance, Administration and Operations Positions directly supervised: None Job Category: 6 Status: Full-Time (Bargaining Unit) Date Prepared: December 16, 2015 Approved By: Adele Finney, Executive Director PWRDF seeks a truly just, healthy and peaceful world. As an instrument of faith, PWRDF connects Anglicans in Canada to communities around the world in dynamic partnerships to advance development, respond to emergencies, assist refugees and act for positive change. All PWRDF staff contribute to the fulfillment of the vision and mission of PWRDF and the mission of The Anglican Church of Canada. Partnership is both the work and the way of working for PWRDF. PURPOSE OF THE POSITION: ION: To provide administrative and accounting support to the Director, Finance Administration and Operations, PWRDF To administer approved PWRDF grants I. DUTIES AND RESPONSIBILITIES: ILITIES: SUPPORT DIRECTOR, FINANCE, ADMINISTRATION AND OPERATIONS Provide administrative assistance to the Director, including but not limited to handling routine correspondence and organizational tasks Set up and maintain accounting files for the Director Assist in year-end internal audit and in external audits Assist in filing Tax Returns GRANTS ADMINISTRATION: Create both paper and computerized files for each project and ensure that all data files are complete and up-to-date through timely data entry. Maintain records pertaining to project funding including funding decisions, project details, banking information, accurate and timely record of funds transferred, and relevant correspondence Create Banking Information Template through Banks Wiring Website Page 1

2 Prepare Project Expense Reports (Monthly, Quarterly, Semi-Annual and Annual) and follow up to partners Reconcile monthly project expense reports with receipts and bank statements Correspond with partners regarding matters pertaining to grants including details of funds transfer, Contribution Agreements, and other matters pertaining to grants Wire Payment Online Process (Deal with bank and partners banking info if problem arises) Identify and propose solutions to problems related to individual grants Process project-related income from time to time Maintain non-financial records management including creating new files, preparing files for archives and maintaining file lists DONATIONS: Assist with processing donations which includes coding, input, update and filing CONSTITUENT DATABASE: Assist in database maintenance which includes, coding, input, updating and filing constituent information. WIRE PAYMENTS Process wire payments which includes checking for signed funding agreement, preparing payments lists, checking payment templates and wire transfer on-line. BANK RECONCILIATION: Prepare monthly bank reconciliation which includes journal entries for cash deposits, wire payments and other miscellaneous entries. OFFICE ADMINISTRATION: Assist with the maintenance of adequate office supplies Assist with the coordination of distribution of mail Assist with the preparation and maintenance of administrative filing system and record keeping such as equipment maintenance, subscriptions, etc. Assist with handling, maintaining and reconciling Petty Cash Assist with faxing, photocopying and special mail arrangements Assist with coordination of finance records to be packed and stored offsite Assist with banking deposits cheques and cash and requests for money order/bank drafts. ORGANIZATIONAL RESPONSIBILITIES: Participate in institutional activities Participate in the roster list Work within PWRDF policy, guidelines and strategic directions Fulfill lead role in program specialty assigned by the Director, Finance, Administration and Operations Page 2

3 OTHER DUTIES AS ASSIGNED: Carry out additional assignments as required. II. TYPICAL CONTACTS: INTERNAL: Finance, Administration and Operations Director, PWRDF, on a daily basis Finance and Administration Manager, PWRDF, on a daily basis Finance staff, PWRDF Development Partnership Program team Canadian Anglican Partnership Program team General Synod staff as appropriate EXTERNAL: PWRDF Board Members Finance staff, externally funded programs PWRDF Auditors, Partners Auditors Other church bodies, church-related agencies, and development organizations Members of the Anglican Church of Canada and PWRDF constituency Suppliers Service Personnel III. RESPONSIBILITY AND AUTHORITY: A EMPLOYEE RELATIONS: Is accountable to the Director, Finance, Administration and Operations Contributes to an effective and cooperative team environment with other staff in PWRDF Maintains a good relationship with all members of Church House Sets own work priorities within established routines, procedures and departmental goals Normally works under general supervision Frequent interaction with others, internally and externally. May initiate interaction with others. Interactions may require some interpretation related to the work of the development team. MONEY: Responsible for the accurate inputting of financial information and ensuring the disbursement of large sums of money in program grants. Fiscal responsibility is under the oversight of the Director, Finance, Administration and Operations DECISION-MAKING AND RECOMMENDATIONS Sets own work priorities within established routines; Level of supervision: general; Initiates actions, especially preparation for meetings and post-meeting tasks. Page 3

4 IV. JOB SPECIFICATIONS: EDUCATION AND PREVIOUS EXPERIENCE REQUIRED: Post secondary school diploma in office administration or specialized vocational training (certificate/license) with previous job-related experience Aptitude with figures and strong understanding of accounting principles Three to five years experience working in an accounting environment Three to five years progressively responsible administrative experience Strong computer skills word processing, spreadsheet and database competence Excellent working knowledge of MS Dynamics Great Plains A working knowledge of database management is important Ability to speak, read and write French, Spanish or Portuguese is an asset SKILLS: A high level of attention to detail and follow-up Strong analytical and organizational skills Ability to effectively manage multiple and conflicting priorities Willing and able to take initiative and responsibility Ability to work with and relate to people of differing interests and backgrounds Ability to work cooperatively in a large staff setting An interest in overseas development issues Ability to communicate clearly both in writing and verbally, and to listen and interpret information effectively. Ability to work independently and accurately on a timely basis; to organize and prioritize duties of entire team in order to meet deadlines and to pursue assignments and projects through to a logical conclusion Accuracy in dealing with automated banking systems and large sums of money Demonstrated inter-personal skills. Ability to identify issues and problems including knowing when to ask for help and/or directions. Dependability: o Can be relied upon to meet schedules and deadlines with minimal supervision; o Achieves optimal results when confronted with conflicting priorities, obstacles and demands, and can be counted on to be a resourceful problem solver PHYSICAL AND MENTAL EFFORT: Interactions with different and often competing working schedules Moderate physical effort which may include occasional heavy lifting, frequent sitting in one position for extended periods of time and frequent visual attention to detail Tact and judgment are regularly required May need to obtain cooperation and approval of actions Page 4

5 Work is performed under general supervision and involves some variety Work often involves competing time demands and frequent interruptions CONDITIONS UNDER WHICH WORK IS PERFORMED: Mainly office environment. General absence of discomforts and risks. Work requires no travel and does not normally require attendance at board meetings. May require attendance at one 2-day Staff Residential meeting per year. Page 5