Office Administrator
Reporting to: Executive Director
Scope: To implement policies and practices for the Centre's daily operations; manage the Centre's bookkeeping requirements, and administrative duties.
Fulltime: 8:30 – 4:30 p.m. with some evenings and weekends as required.
Responsibilities
Under the supervision of the Executive Director implement all aspects of office procedure including: daily communications, lending library, IT support, inventory control, databases, record keeping, and bookkeeping.
Duties and Activities
Orientation on issues and needs of the Nova Scotia Autism community including:
- The mandate, mission, vision and values of the Centre.
- The current operational infrastructure.
- The staff roles and responsibilities.
- Autism issues; ethical conflicts, and the variety of approaches to Autism in NS.
General:
- Support the daily activities of the Centre.
- Provide information to public about programs and services.
- Attend and support mandatory meetings, in-services, etc.
Resource:
- Act as a resource to the Treasurer of the Board of Directors.
- Prepare regular reports on the finances.
- Act as recording secretary for select committees with duties including notifying members of meetings and distribution of reports, etc.
Administrative:
- Responsible as first point of contact for incoming and outgoing mail, drop-ins and phone queries.
- Responsible for all aspects of the Centre's bookkeeping including: process, record keeping and reporting systems. This includes accounts payable and receivable, banking, VISAs, and posting.
- Responsible for the management of all databases including library members, library lending, donors, sponsors, volunteers and other.
- Responsible for donor files, receipting and recognition.
- Responsible for major printing including the newsletter and its distribution.
- Responsible for gathering information and conducting research.
- Responsible for preparing reports.
- Responsible for managing inventory and purchases.
- Responsible for managing the membership library.
- Responsible for the maintenance of all forms.
- Responsible for maintaining the Web Page.
- Responsible for technology repair requirements and software purchases.
- Provide support to the Executive Director and staff as needed.
- Responsible for revisions to Centre manuals and policies as required.
- Responsible for other duties as required.
Qualifications And Skills
Knowledge and abilities include:
- Experience in office management, administration, and bookkeeping.
- Experience working in a library would be considered an asset.
- Experience trouble shooting technical systems such as phones, computers, and photocopiers would be considered an asset.
- Experience in not-for-profits would be considered an asset.
- Strong oral and written interpersonal and communication skills.
- Ability to adapt to change.
- Proven problem solving skills.
- Ability to organize and develop systems.
- Ability to self-start and work independently.
- Ability to work within a collaborative team and with diverse groups.
- Comfort / experience working with people with a diagnosis of Autism would be considered an asset.
Education / Skills include:
- Post Secondary education in bookkeeping, administration, computers or equivalent.
- Experience in developing financial reporting systems using Simply Accounting and Microsoft applications (i.e. Access, Excel).
Environment:
- Must respect confidentiality and adhere to the policies of the Provincial Autism Centre, including a criminal record and child abuse registry check.
Application Deadline: May 21st at 4:30 p.m.
Please forward resume, citing competition number OA0905-CB, and cover letter to: Cynthia Carroll at cynthiacarroll@autismcentre.ns.ca or fax: 902-446-4997.
Although we thank all candidates for applying, only those selected for an interview will be contacted. No phone calls please.
