Join Us as A Finance and Administration Clerk!

The Nova Scotia Education Common Services Bureau (NSECSB), a crucial component of Nova Scotia's education system, is looking for a dedicated and meticulous Finance and Administration Clerk. Be part of a team that offers administrative and operational services to foster efficiency to the education sector since 2018.

About Our Opportunity:

As a full-time, permanent employee, you will immerse in a dynamic in-person work environment based out of Dartmouth, NS. The Finance and Administration Clerk provides financial support to the Manager of Financial Services and administrative support to office staff. Reporting to the Manager of Financial Services, this position also serves as the primary contact for the office.

Who You Are:

• A detail-oriented professional with a knack for handling administrative duties and financial tasks.
• A team player who's always ready to lend a hand to ensure tasks are done swiftly and efficiently.
• Someone with the eye for detail necessary for accurate record maintenance.

Responsibilities:

Financial Duties

• Preparing and processing financial documents such as bills, receipts and invoices.
• Reviewing financial records, documents, information and expense claims for accuracy and completeness.
• Tracking, monitoring and reconciliation of financial accounts including bank and visa and supporting audits.
• Updating and maintaining the database, financial records and filing documents electronically and hard copy.
• Preparing, compiling invoices, bank deposit and posting journal entries in QuickBooks Online.
• Processing vendor invoice payments and staff reimbursements for accuracy and ensuring timely payments to vendors.
• Printing and scanning payments, preparing cheques and mailing out cheque payments to vendors.
• Issuing sales invoices, preparing deposits, following up for outstanding payments and managing receivables reporting.
• Preparing invoices, expense recoveries and providing support for School Sport, as required.
• Supporting Computer for Schools program, as required.
• Performing other related financial duties, as required.

Administrative Duties

• Responding to inquiries through websites, telephone, letters and email.
• Assisting with administrative tasks for NSECSB staff such as filling out forms, printing, front office support including answering phone calls and emails.
• Providing administrative support for meeting and event organization and logistics, including drafting agendas for review, taking meeting notes and minutes accurately, distributing and managing correspondence.
• Responsible for tracking and ordering office materials and supplies.
• Maintaining and updating an effective filing system, both electronic and hard copy. including manuals, agreements, contracts and reference materials.
• Performing other related administrative duties, as required.

Qualifications:

The ideal candidate will have completed a post-secondary diploma program with 2 - 4 years professional experience in bookkeeping or accounting and office administration and have above average skills using Microsoft products, including Outlook, Word and Excel and Teams, as well as experience using accounting software.

You possess excellent grammar, proofreading, and communication skills, and have a high attention to detail and a high degree of accuracy.

You have strong interpersonal skills and are able to work effectively in a team environment.

You will perform the majority of your duties with limited supervision and, therefore, must have strong initiative and good judgement while planning work according to priorities and deadlines, and an understanding of where to direct calls and inquires.

Organization and time management skills are essential to this role. You must readily accept responsibilities, establish effective working relationships, and effectively handle matters with discretion, confidentiality, tact and diplomacy. You will be receptive to new ideas and willing to try new methods and approaches as the work of the NSECSB evolves.

The following would be viewed as assets: bilingualism (French and English), the ability to scrutinize and reconcile financial information and to detect and resolve discrepancies, experience in cash handling, and experience/familiarity with QuickBooks Online.

We will assess the above qualifications and competencies through interview(s), and reference checks.

Equivalency:

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Working Conditions:

Normal work week is 35 hours/week, 7 hours/day, 8:30 - 4:30 with a one-hour unpaid lunch break.

Position is located within a comfortable, safe and inclusive office setting using a computer which involves intermittent distractions from incoming inquiries via telephone, and email, and typical office noise.

Work With Us:

If you have an interest in working in a growing organization that is focused on improving services that support the efficient administration and operations of Nova Scotia's public education system, you are strongly encouraged to apply.

NSECSB offers a competitive salary based on a combination of qualifications and experience, and a group benefits health/dental plan and defined benefits pension plan to eligible employees upon completion of probationary period. Salary will be determined based on a combination of qualifications and experience.

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens of Nova Scotia. Applicants from the following groups Indigenous People, African Nova Scotians and Other Racially Visible Persons, and Persons with Disabilities are strongly encouraged to apply. If you are a member of one of these equity groups, you are encouraged to self-identify on your application package.

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to [email protected].

The deadline to submit applications is 11:59 pm AST on July 6, 2025.

Company Website: https://sites.google.com/gnspes.ca/nsecsb/home