Newfoundland and Labrador Arts Council
Newfoundland and Labrador Arts Council
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EMPLOYMENT OPPORTUNITY: Office Assistant

Office Assistant
(Full Time, Permanent)
St. John’s

Position Start Date: Wednesday, November 15, 2017

ArtsNL is seeking applications for the position of Office Assistant.
The deadline for applications is Friday, October 13, 2017 by or before midnight.

Interested parties should submit their resumes to:
Reg Winsor, Executive Director - ArtsNL
rwinsor@nlac.ca
                               
Email responses only. No telephone inquiries please.
Only those selected for an interview will be contacted.

For more information on duties, responsibilities, and qualifications please see the detailed job description below.

DEFINITION OF WORK: The Office Assistant reports to the Executive Director and is responsible for providing financial, program, administrative, and clerical services. Providing these services in an effective and efficient manner will ensure ArtsNL operations are maintained in an effective and efficient manner.

DUTIES AND RESPONSIBILITIES

1. Provide bookkeeping support to ensure that ArtsNL financial operations are maintained in an effective, up to date and accurate manner.

Main activities:

  • Provide monthly and yearly financial reports
  • Assist with annual budget preparations
  • Monitor yearly budget projections
  • Review invoices and issuing cheques
  • Receipt incoming cheques and making bank deposits    
  • Administer bi-weekly payroll functions
  • Administer staff pension and insurance plans

2. Provide program support to ensure that ArtsNL program operations are maintained in an effective, up to date and accurate manner.

Main activities:

  • Data entry
  • Maintaining program files
  • Book and attend Peer Assessment Meetings
  • Record and submit minutes for approval
  • Review final reports
  • Process grant contracts

3. Provide administrative support to ensure that ArtsNL operations are maintained in an effective, up to date and accurate manner.

Main activities:

  • Type correspondence, reports and other documents
  • Maintain office files
  • Open and distribute mail
  • Take minutes at meetings
  • Distribute minutes
  • Coordinate repairs/service to office equipment
  • Maintain office supply inventory
  • Maintain/operate postage meter system
  • Assist with event coordination

4. Provide support to Council to ensure that Council is provided with the resources to make effective decisions.

Main activities:

  • Maintain confidential records and files
  • Maintain records of decisions
  • Prepare documents and reports on the computer
  • Schedule Council meetings
  • Arrange travel, accommodations and venues for Council meetings
  • Prepare packages for Council meetings
  • Attend Council meetings
  • Record and submit minutes for approval              

5. Provide receptionist support.

Main activities:

  • Greet and assist visitors
  • Answer phones
  • Direct calls and respond to inquiries

6. Perform other related duties as required

MINIMUM QUALIFICATIONS

  • A diploma in Business or Office Administration or the equivalent in professional experience.
  • Minimum of five years experience in office administration. Experience working with non-profit cultural organizations.
  • Knowledge of day- to-day bookkeeping and basic accounting requirements.
  • Excellent written, verbal, and listening communication skills.
  • Excellent computer skills in a Microsoft Office environment.
  • Excellent computer skills in a Simply Accounting environment.
  • Ability to maintain a high level of accuracy and confidentiality concerning financial and employee files.
  • Ability to work effectively on your own and as part of a team.
  • Ability to work to frequent deadlines.
  • Ability to form and maintain relationships through teamwork and networking.
  • Knowledge of the arts in Newfoundland and Labrador.

SALARY AND BENEFITS

This position reports directly to the Executive Director of ArtsNL. The successful candidate will serve a six month probationary period before confirmation in appointment.

Salary: $39,185 plus benefits and pension per annum.