Position Summary:

Under the supervision of the Director of Programming, the Administrative Assistant / Bookkeeper (AAB) is a competent individual committed to IRCOM’s vision and mandate to empower newcomer families to integrate into the wider community through affordable transitional housing, programs, and services. This staff is a detail oriented, efficient and resourceful individual with strong interpersonal, organizational and administrative skills, able to meet the challenges of working with a culturally diverse group of community members. The ideal candidate will be able to multi-task in a fast paced environment prioritizing tasks and executing them to a high degree of accuracy. The AAB will exhibit and uphold core values of respect, non-violence, equality, and team work.

Objectives:

The objective of the AAB position is to ensure effective, efficient and accurate operations of IRCOM Inc. through the support of the management team. Furthermore, the AAB is responsible for providing administrative and clerical services to the organization and work in cooperation with all staff members within the mission, strategic goals and objectives, policies and procedures of IRCOM. This position is integral to the success of the organization.

General Administration:

• Reception: Greet and direct visitors, answer the phone, take messages
• Collect and distribute mail, file documents
• Prepare for meetings (i.e. order food for meetings, make copies, set up room)
• Act as an internal staff liaison to facilitate staff communication
• Compile, prepare and print pamphlets, brochures and other public information
• Develop, coordinate, and monitor the effectiveness of administrative procedures

Book Keeping:

• Process IRCOM’s payroll
• Print out, distribute and collect staff time sheets, create and maintain staff spreadsheet for holidays, banked hours, sick days, etc.
• Oversee the petty cash system
• Administer accounts payable, deposits, and cheque writing

Office Management:

• Manage budget for office expenditures
• Implement office procedures
• Organize storage room and keep office space professional and in order
• Maintain office equipment and call contractors when repairs are required
• Handle calls and issue letters of correspondence on behalf of IRCOM Inc.
• Keep office and kitchen supplies adequately stocked, including the purchase of stamps and all other necessary postal supplies
• Oversee booking / scheduling of Board Room and Program Room by internal and external groups
• Act as the IRCOM Privacy Officer

Human Resources Support:

• Update and distribute the Office Manual / Employee Handbook as needed
• Set up new staff with employment related needs (keys, tax forms, files, criminal record checks, etc.)
• Gain comprehensive understanding of the extended health benefits plan and administer the plan
• Create and manage staff files and ensure that all needed documents are in place
• Organize logistics for annual staff retreat in conjunction with the DP
• Organize other staff events such as IRCOM family fun day, baby showers, etc.
• Update staff contact list and activities calendars
• Process Record of Employment (ROE) forms upon termination of an employee
• Serve reminders, create agendas, and take detailed minutes during IRCOM staff meetings

Administrative Support:

• Provide administrative support to IRCOM staff
• Compile submission for IRCOM Annual Report
• Monthly reporting to the Director of Programming
• Perform other duties as requested by the Director of Programming

Qualifications:

• Post-secondary education in a relevant field such as Business Administration plus a minimum 2 years direct administrative / book keeping experience OR equivalent combination of education and experience
• Strong organizational skills and the ability to prioritize work
• Strong written and oral English communication skills
• Working knowledge of Simply Accounting
• Extensive computer experience with Microsoft applications and experience creating, designing and manipulating spreadsheets
• Excellent cross-cultural and team work skills
• Ability to work with people from diverse cultural backgrounds
• Must be open-minded, resourceful, highly motivated, creative and independent
• Demonstrated strong commitment to supporting and empowering the newcomer community through previous volunteering / community involvement
• International education/experience is recognized
• Newcomer experience is an asset
• Knowledge of a second language is an asset
• Must undergo Criminal Record Check, as well as Child Abuse Registry Check

Hours of work:

This is a full-time position for a maximum of 37.5 hours per week. The AAB’s hours will take place during IRCOM business hours between 9am and 5pm, Monday to Friday. Overtime work is compensated by time and a half off, and must be authorized by the Executive Director.

NB: IRCOM Inc. is an Equal Opportunity Employer. Interested applicants can identify themselves as belonging to one of the Visible Minority categories designated by the Federal Government.

Submitting an Application:

Please send a cover letter and resume to the attention of:

Dorota Blumczynska
Executive Director / Dyrektor
Immigrant and Refugee Community Organization of Manitoba (IRCOM)
95 Ellen Street
Winnipeg, MB
R3A 1S8

E: dorotab@ircom.ca
F: 943-4810