Employment Opportunity - Finance and Administrative Assistant

Posted 2017-12-04
Written by Reception
Category Employment

Finance and Administrative Assistant – Yellowknife
PERMANENT POSITION

The Arctic Energy Alliance (AEA) is a not-for-profit organization, established in 1997 to help communities, consumers, producers, regulators and policy makers to work together to reduce the costs of environmental impacts of energy and utility services in the Northwest Territories (NWT). The AEA is supported by various territorial departments and agencies, and does fee for service work in the private sector. The AEA is currently recruiting a Finance and Administrative Assistant. 

Located in Yellowknife, but may also involve some travel to NWT communities.

PURPOSE OF THE POSITION

The Finance and Administrative Assistant is an integral part of the AEA team tasked with the delivery of professional, confidential finance and administration support to AEA staff delivering AEA programs and projects.

The AEA is a non-profit organization whose mission is: "To promote and facilitate the adoption of efficient and renewable energy practices by all members of NWT society."

SCOPE

This position reports to the Executive Director (ED) and typically works on several projects at the same time. The ability to set priorities and manage multiple demands effectively in response to requests from staff and the ED is essential.

RESPONSIBILITIES

1. Supervising staff and sub-contractors

The Finance and Administrative Assistant is not responsible for:

  • The supervision of other AEA staff or sub-contractors.

2. Managing budgets and programs

The Finance and Administrative Assistant will support:

  • The development, monitoring and oversight of the AEA’s annual operating budget (approximately $5 million) including revenue and expenditures planning and reporting for up to 10 programs;
  • Preparing research and analysis to develop reports related to budget development;
  • Monitoring financial accounts;
  • Preparing quarterly/monthly budgetary projections to ensure a balanced budget;
  • Collection, analyses and interpretation of financial data;
  • Forecasting revenues and expenditures and highlighting areas that require attention and action;
  • Research and analysis to develop written narratives, financial and statistical reports and presentation;
  • Processing payment vouchers, purchase requisitions, purchase orders.

3. Providing administrative support to the Executive Director and other AEA staff as needed.

The Finance and Administrative Assistant will be responsible for:

  • Drafting correspondence, reports, and preparing funder reporting materials;
  • Undertaking as needed, data entry to AEA management systems in support of AEA operations and programs;
  • Undertaking operational and administration research on AEA areas of interest as requested;
  • Completing logistical arrangements (travel) for the ED and AEA staff;
  • Arranging, supporting and reporting  on meetings and workshops with clients as requested;
  • Providing back-up support on logistical, clerical and administrative matters.

4. Supporting and assisting the Office Manager.

The Finance and Administrative Assistant will:

  • Process expense claims;
  • Process invoices and follow up with clients, suppliers and partners when needed;
  • Process purchase orders;
  • Help maintain leave tracking of all AEA staff;
  • Learn all financial processes (such as Sage payroll, accounts payable/receivable, financial reporting and closures) to provide daily support to the Office Manager and complete these duties in the Office Manager's absence.

5. Supporting front-end reception services.

The Finance and Administrative Assistant will (on occasion):

  • Provide first point of contact in support of AEA storefront operations. All AEA staff are required to develop this skill set. This is done to ensure everyone and all AEA work has a positive impact on AEA's corporate image;
  • Sustain and develop cooperative relations with AEA staff, the public, contractors/consultants, community representatives, government, non-government organizations, and the business community;
  • Assist in the completion of travel booking;
  • Monitor and maintain the info@aea.nt.ca e-mail account.

6. Supporting the Human Resources Coordinator as required.

7. Assisting in administering AEA Programs.

8. Additional activities that may be assigned by the Executive Director.

KNOWLEDGE, SKILLS AND ABILITIES

The following are required qualifications:

  • Educational qualifications typically acquired through a college or university degree in specialized administration and financial disciplines plus two to five years’ related experience;
  • Excellent working knowledge of Sage Accounting (preferably Quantum);
  • Previous experience working in accounts receivables and accounts payable;
  • Demonstrated proficiency in Office software including Word, PowerPoint, Microsoft Outlook and Excel;
  • Superior ability to communicate effectively in "plain language" English both orally and in writing;
  • Demonstrated skills of strong attention to detail and high degree of accuracy;
  • The ability to work with the public and co-workers in a respectful and professional manner;
  • The ability to assume responsibility without direct supervision, make decisions, exercise initiative and judgment, prioritize work assignments, manage time and meet deadlines and budgetary constraints while working within a team environment; and
  • Ability to think and analyze critically and recommend appropriate action.

The following are preferred qualifications:

  • Degree in Business Administration or Finance; CGA 3rd or 4th year;
  • A strong personal interest in energy and climate change issues;
  • Experience working with the people, communities, governments and cultures of the NWT;
  • Knowledge of the NWT political and business environment; and
  • Ability to speak, write or understand any of the NWT's official languages in addition to English.

WORKING CONDITIONS

Most of the work happens on computer and on the telephone but, there is ample opportunity for the Finance and Administrative Assistant to move around the office. Most of the time is spent in Yellowknife, with occasional travel to other NWT communities and weekend work.

Physical Demands

Limited physical effort required for this position.

Environmental Conditions

There are no significant adverse environmental conditions that exist in this position.

Sensory Demands

Considerable need for attention to detail.

Mental Demands

The Finance and Administrative Assistant is required to provide advice and services to the ED and other staff who have a common goal and shared objectives. Must be able to deal with politically sensitive issues, tight deadlines and conflicting interests.

 

The AEA offers a competitive salary and benefits package.

Submit resume and cover letter by email or in person.
Closing Date: Friday, January 5th, 2018 at 5:00 pm.

 

Human Resources
Arctic Energy Alliance
#101, 5102 51 St.
Yellowknife, NT. X1A 1S7

EMAIL:  jennifer.wicks@aea.nt.ca