Finance & Administration Coordinator

Finance & Administration Coordinator

The Finance & Administration Coordinator is responsible for maintaining all financial records and administering all financial transactions, day-to-day bookkeeping and employee payroll for the Celtic Colours Festival Society. They work under the direction of the Chief Executive Officer and Board of Directors while adhering to Society financial policies. They produce monthly financial statements and upon request, financial reports, including budgetary and cash flow projections. They provide necessary filings to Canada Revenue Agency related to payroll and HST. They have a complete understanding of funding requirements of government partners and prepare or assist in the preparation and submission of claims and final reports.

The Finance & Administration Coordinator oversees all aspects of the running of the office and works closely with staff regarding all financial transactions pertinent to their respective roles. They also provide administrative support and meeting coordination for the CEO and the Board of Directors, in particular the Secretary and Treasurer.

The ideal candidate will have exceptional organizational skills with proficiencies in financial management and record keeping, bookkeeping, Sage software, payroll administration, and Microsoft Office (in particular Excel) as well as impeccable attention to detail. A degree or diploma in Business, Administration, Accounting, Bookkeeping or a related discipline is required plus 2 to 5 years of experience. Without a degree or diploma, 5 to 10 years of equivalent experience is required. Previous not-for-profit or charitable experience is a definite asset. An appreciation of, and familiarity with, Cape Breton’s music, arts, and rich and diverse culture is welcomed.

Please send a cover letter and resumé to Leanne@celticcolours.ca.

Duties

• Maintains all financial records and handles all financial transactions for the festival.
• Works closely with staff regarding all financial transactions pertinent to their respective roles.
• Reports to the Chief Executive Officer.
• Oversees all aspects of the running of the office and provides administrative support for all staff and the Board of Directors.

Bookkeeping Responsibilities

• Maintains up-to-date computerized bookkeeping system (Sage).
• Provides CEO with budgetary information on request.
• Provides and updates cash flow projections.
• Provides financial reports and monthly income statements, balance sheets.
• Emails financial reports to the Treasurer of the Board and CEO monthly.
• Ensures purchase orders are completed for expenditures.
• Ensures accuracy of purchase orders (POs).
• Posts and creates cheques or electronic payments for all payables.
• Provides signing officers with invoices and POs to match cheques and electronic payments.
• Administers payroll and deductions and reports and pays all remittances to Revenue Canada.
• Files HST payments/returns quarterly.
• Administers payment for contract personnel.
• Ensures all contracts are signed and fulfilled before payment.
• Remits HST and payroll deductions.
• Prepares financial statements and forecasts for ACOA application and files financial reports as per funding agreement; submits claims for payments and advises the CEO.
• Prepares financial statements and forecasts for Canadian Heritage application and prepares financial statements, reports as per funding agreement for the CEO/Chair to submit.
• Prepares financial statements and forecasts for the NS Communities, Culture, Tourism, Heritage Operating Grant and financial reports for the CEO/Chair to submit.
• Advises CEO of all receivables.
• Does monthly bank reconciliation and presents to CEO.
• Works with auditors to provide information for our annual audit.
• Prepares SOCAN reports.
• Tracks all merchandise sales and ensures inventory reconciles for year-end.
• Prepares financial transactions, cheques, POs and cash during the festival.
• Controls all cash dealing during the festival.
• Reconciles ticket sales daily with bank and Box Office, and monthly with statements.
• Maintains inventory of Celtic Colours Live and past Celtic Colours compilation CDs.
• Reconciles and does purchase orders for Visa Account.
• Completes T4ANR Slips and a Summary for all international artists and sends copies to artists, as well as to Revenue Canada.
• Prepares T4 and T4A’s and files with Revenue Canada.
• Works with auditor to complete yearly audit.

Office Manager Responsibilities

• Answers telephone and transfers calls to appropriate individuals.
• Processes daily incoming and outgoing mail.
• Provides administrative assistance, deals with routine requests, assists in final preparation for mailing out grant applications.
• Updates forms and contracts.
• Maintains current and accurate filing system.
• Maintains records, handles requests, processes paperwork for the festival.
• Ensures Festival database is functional and updated in a timely manner.
• Maintains office equipment and supplies to carry out required tasks.
• Provides general information and a comfortable work environment for term staff.
• Ensures efficient flow of information within the office and to the public, suppliers, sponsors, and funding partners.
• Performs other related duties as required.

Board Liaison

Provides administrative and logistical assistance to the Board including arranging meetings, catering, and conference calls, maintaining records and communications with Board members and Board Secretary.

Job Type: Full-time

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 2 years (preferred)

Language:

• Mandarin (preferred)

Work Location: In person