Slocan Valley Co-operative Association Hiring for Office Manager Job at Slocan Full Time

ROLE OVERVIEW

Working closely with the General Manager to perform critical tasks, coordinating, preparing, and supervising the Association’s administrative and financial matters for day-to-day, period end, and fiscal year end requirements. The realm of responsibility will include meeting all company standards and deadlines in performing tasks necessary for accounts receivable, accounts payable and vendor control, general ledger entries, payroll data management, petroleum record keeping, and department daily reconciliation audits; regularly communicating with department managers as necessary. Additional responsibilities include assisting in the coordination of team training and events, data preparation for monthly reports, communication for member services, and company contribution programs as per policy, and reporting their status.

KEY RESPONSIBILITIES

Finance Support: (Time Spent – 40%) Process daily and weekly department reconciliations, and daily location cash management procedures. Monitor bank accounts and maintain term payment schedules and balance reporting. Coordinate period and year end processes, inventory planning, and document consolidation, supporting Team Leaders where necessary. Perform entries and monitor the general ledger for outstanding entry processes. Regularly communicate with Retail Accounting to meet all deadlines and maintain all reporting schedules.

Accounts Receivables: (Time Spend – 20%) Observing the credit policy to maintain accurate customer account files and records. Verify billing, invoice entries, and account statements. Perform account reconciliations and investigate to resolve any irregularities or enquiries. Resolve collections by examining customer payment plans, payment history, and credit line. Maintain the credit exception report list and communicate with the appropriate department manager. Report significant variances to the General Manager.

Accounts Payables: (Time Spent – 20%) Maintain accurate vendor account files and records. Observing necessary authorization practices, scrutinize all entries and support Team Leaders to ensure accurate coding to process vendor and expense invoices and transfers. Investigate to resolve any irregularities or vendor enquires on outstanding entries and ensure necessary cut-off deadlines are met. Perform weekly pay run procedure and bank payments via EFT.

Administrative Support: (Time Spent 10%) Perform and maintain data entry control for internal and external reporting requirements for Management, the Board of Directors, and member services. Maintain employment data records pertaining and perform bi-weekly payroll timesheet entries and Human Resource related activities. Prepare new Team Member entry/exit paperwork, and coordinate Team Member orientation, onboarding, and training exercises with Team Leaders and General Manager. Assist in coordinating company events, sponsored events, and promotional activity.

Customer Experience and Brand: (Time Spent 5%) Foster a positive work environment that enables the engagement of all team members in the pursuit of desired results. Provides a personal, warm, and friendly welcoming to members and guests to convey a sense of belonging and emotional connection. Identify guest needs through questions and listening to determine their needs and how best to serve them. Provide timely response to guest needs and provide explanations for any delays. Follow through on all promises and always demonstrate honesty and integrity. Show pride in your Co-op, say thank you, and invite guests back.

Organizational Support and Efficiency: (Time Spent 5%) Is knowledgeable of Slocan Valley Co-op’s Vision, Mission, and Values and applies these guiding statements to all aspects of the job. Supports and advocates for professional development and self-improvement strategies to support the changing needs of the Retail. Recognizes that continuous improvement is a necessity in the Retail’s fast-paced environment. Adheres to organizational policies and procedures and recommends changes as required. Is familiar with all Health and Safety policies and procedures and adheres to same. Makes recommendations to improve the well-being and safety of all employees as necessary.

LEADERSHIP

Direct Reports: Office Administration Clerk

Guiding Others: Provide guidance and support on applicable clerical and financial practices and processes to administration clerk, team leaders, and team members (where applicable).

Supevision Received: The General Manager will provide the necessary supervision and sign-off authority for new accounts (receivables / payable), weekly pay run, and bank transactions. Performance is discussed quarterly, and reviews conducted annually.

Job Types: Full-time, Permanent

Salary: $29.73-$44.59 per hour

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Relocation assistance
• Vision care

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus pay

COVID-19 considerations:
Observing standards for WorkSafeBC in the workplace with the Communicable Disease Prevention Plan to reduce the spread of illness.

Ability to commute/relocate:

• Slocan Park, BC V0G 2E0: reliably commute or be willing to relocate with an employer-provided relocation package (required)

Application question(s):

• Do you have previous experience leading small teams / directing the work of others?

Education:

• Secondary School (required)

Experience:

• Finance, Accounting, or Business Administration: 3 years (required)
• Microsoft Outlook: 1 year (required)
• Microsoft Excel: 1 year (required)

Work Location: One location

Application deadline: 2022-10-22