Summary of Responsibilities:

The primary role of the Senior Administrative Assistant is to ensure the efficient and timely operations of the administrative office and bookkeeping that supports and enhances the work of the Joggins Fossil Institute.

The ideal candidate will have previous experience as an Administrative Assistant/Bookkeeper. Certification from a post-secondary institution in office administration/bookkeeping will be considered an asset. The Senior Administrative Assistant reports directly to the Director of Operations.

General Office Duties:

· Answering switchboard phone calls, transferring calls, responding to voicemail messages, e-mails, ordering office supplies, and keeping timely administrative files.

· Ensuring the organization and office equipment is in good working order.

· Sorting mail.

· Database entries and maintenance and document management.

General Bookkeeping Duties (Day to Day Accounting-AP, AR, Bank Reconciliations):

· Work with Director of Operations and Curator/Director of Science and Research to prepare and monitor departmental and annual budgets.

· Prepare annual and regular financial updates for the Director of Operations and the JFI Board Treasurer to present at the JFI Board of Directors meetings.

· Record daily sales from Point of Sales (POS) systems.

· Reconcile monthly sales of Moneris reports.

· Handle all bank deposits and their reconciliation to accounting software.

· General ledger maintenance.

· Handle all payroll including recording wages, government, and company benefits to the accounting system.

· Work with the contracted financial reviewers for annual statements.

· Process and submit government remittances including Receiver General, GST/HST. Also, ensure the Workers' Compensation account is up to date at all times.

· Maintain and reconcile petty cash for front desk usage.

· Process all month-end bank reconciliations.

· Update payables and receivables weekly.

Other Duties:

· Maintain and generate annual employment contracts (year-round and seasonal staff).

· Apply for and provide year-end reports for Provincial and Federal Government Grants that contribute to student/staff employment.

· Maintain all confidential personnel and fiscal files.

· Maintain all office equipment contracts.

· Assist employees with access to their medical benefits.

· Generate ROEs when applicable.

· Maintain JFI building/ property/ liability insurance as well as Board of Director liability insurance policies.

· Maintain staff timesheets and paid time off (PTO).

· Maintain up-to-date information to NS Registry of Joint Stock Companies regarding any changes to JFI's registered office and Board of Directors.

· Assist the Board of Directors with scheduling and setting up technological needs for meetings.

· Aid in the development and dissemination of agendas and other meeting materials.

· Record and transcribe meeting minutes for JFI Board meetings.

The Position Requires Skills in the Following Areas:

· Clear, concise, and professional communication (both written and verbal).

· The ability to work efficiently and accurately.

· Able to maintain good concentration while paying strict attention to detail.

· The ability to multi-task and work to meet reasonable deadlines.

· Send/receive materials via couriers.

· Proficiency in Microsoft office applications (Word, Excel, Outlook, Teams) and accounting software (Sage).

· Must be highly organized.

Required Education and Experience:

· Certification from a college program in accounting, office administration, or other related topic.

· Minimum three (3) years working experience as an accountant/administrative assistant/bookkeeper.

Provincial, Vocational, or Other Professional Certifications:

· Valid Driver's License and reliable transportation to and from the Joggins Fossil Institute is considered an asset.

· First Aid, CPR, and/or WHMIS are considered an asset.

· Must be able to pass a Vulnerable Sector Check and Criminal Background Check.

Attitude and Temperament:

· Able and willing to work in a collaborative team environment as well as independently.

· Eager to make communication skills a priority.

· Interest in the mission and mandate of the Joggins Fossil Institute.

· Has a high-level of personal integrity.

· Interest in tourism, outdoor recreation, and/or palaeontology/geology/geography is considered an asset.

Compensation:

· Salary range $42,000 - $47,000 annually; paid biweekly.

· Highly competitive health, dental, and vision benefits package.

· Impressive vacation and sick paid time off in addition to 11 paid holidays.