Assistant, Finance and Administration

Job title: Assistant, Finance and Administration

Job description: JOB TITLE: Assistant, Finance and Administration

DEPARTMENT: Corporate Support Services

POSTING NUMBER: 104692

NUMBER OF POSITIONS: 1

JOB STATUS & DURATION: Temporary 12 Month Contract

HOURS OF WORK: 35 hour workweek

LOCATION: The City of Brampton has implemented a gradual reintegration of staff into the workplace. Beginning on April 4, 2022, onsite work location of two (2) days a week will commence. Beginning on July 4, 2022, this will increase to three (3) days a week with expected full in-person reintegration occurring in September 2022. Once working onsite, you will report to the location of West Tower.

SALARY GRADE: 2

HIRING SALARY RANGE: $55,079.00 – $61,964 per annum

MAXIMUM OF SALARY RANGE: $68,849.00 per annum

JOB TYPE: Management and Administration

POSTING DATE: April 1, 2022

CLOSING DATE: April 11, 2022

AREA OF RESPONSIBILITY:

‘The Arts, Culture & Creative Industry Development Agency’ is a key partner in delivering the City of Brampton’s ambitious vision for arts, culture and creative industries as articulated in the City’s strategic vision and Culture Master Plan. The organization’s focus will be to incubate, grow, celebrate, advocate for and connect the sector through an innovative and forward-thinking range of programs, services and resources beginning this year

The Arts, Culture and Creative Industry Development Agency (“The Agency/ ACCIDA”) is looking to bring on highly organized, competent and experienced Assistant, Finance and Administration to coordinate our bookkeeping, contracts and agreements and day to day organizational administration with thoughtfulness, drive and attention to detail.

Reporting to the Senior Program Lead, the Assistant, Finance and Administration is responsible for providing daily administrative support to the Cultural Services team. This position is responsible for handling accounts payable and receivables, following corporate financial procedures, bookkeeping, assisting with budget projections, and liaising with internal and external contacts to support finance, purchasing, legal and accounting processes. The Assistant provides support to ensure that contractual obligations are fulfilled as it relates to artists and engagement agreements.

As a representative of the Agency, a strong background in finance and arts administration is required to support the ongoing operations of the organization and our progressive, accessible, positive and authentic events, programs and resources. Provides direction to interns, part time staff and volunteer team as needed.

FINANCIAL ADMINISTRATION SUPPORT

• Monitor, maintain and process organizational financial, time-entry and multiple budgetary records, files, reports and transactions including day to day book keeping and monitoring of accounts payable and receivable including purchasing card transactions.
• Supports the reconciliation of financial statements and transactions as required, and assist with the preparation of financial reports and forecasts.
• Work with the City of Brampton’s Finance department to ensure organizational financial process, reporting and oversight are being followed.
• Provide assistance in the administration of contracts and agreements with stakeholders, including but not limited to processing accompanying payments, invoices, financial reconciliation, and tracking key contractual dates.
• Support the section’s financial objectives by providing forecasting, assistance in preparing annual budgets, scheduling expenditures, analysing variances and initiating corrective actions as directed by the Program Lead.

ADMINISTRATION AND OPERATIONAL ACCOUNTABILITY

• Assist with all aspects of the daily operations administratively.
• Provide administrative support to a small team of professionals; including preparation, review, processing and distribution of reports, correspondence, proposals, grant applications and presentations.
• Provide administrative assistance in support of business initiatives, HR, programs, processes and projects.
• Maintain files and confidential records to ensure corporate compliance.
• Provide general administrative support to the Senior Program Lead on organization-wide initiatives

LOGISTICAL SUPPORT

• Ensure all correspondence and scheduling requests are prioritized and urgent matters and conflicts are addressed.
• Book and arrange meetings, conferences, event attendance, resources, travel arrangements and amenities both in person and online.
• Participate on cross-divisional project teams within the City and with other stakeholders or consultants as required to implement projects and initiatives.

CUSTOMER SERVICE

• Maintaining relationships with artists, cultural organizations and other cultural departments both across Brampton, providing exceptional customer service as needed
• Prioritize requests, direct calls and enquiries to the appropriate level or area for resolution and next steps.
• Support objectives by building relationships with cross-functional departments, management and external stakeholders.
• Provide internal and external customer service by processing and responding to a variety of inquiries and service requests; while adhering to corporate practices and standards.

COMMUNICATION AND REPORTING

• Research and assist with the preparation of policies, procedures and reports.
• Monitor and update data entry/database and web based records to support time sensitive reporting (financial, project management, and more).
• Maintain detailed project documentation and ensure all necessary sign-offs and approvals meet corporate policies and confidentiality requirements.

CONFIDENTIALITY

• Maintain confidentiality based on the requirement to access, review, maintain and distribute sensitive sectional or divisional and organizational communication, materials and records.

TEAMWORK AND COOPERATION

• Participate in project and team meetings to meet project needs and provide administrative support
• Work well within diverse groups in support of project and operational goals and objectives.
• Demonstrate corporate values at all times.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary Certificate with an emphasis on Finance/Bookkeeping, Arts Administration or equivalent experience.

REQUIRED EXPERIENCE:

• Minimum 2 years of relevant work experience in a related field.
• Finance and administrative experience, ideally in the arts and culture sector.

OTHER SKILLS AND ASSETS:

• Experience in working with the arts, culture and not-for-profit communities an asset.
• Knowledge of Municipal, Regional, Provincial and Federal Governments and applicable Legislations is an asset
• Very comfortable with financial documentation and related tools, MS Office Software.
• Involvement in the local arts and culture sector as an artist, arts worker, or cultural programmer preferred.
• Solid stakeholder relations, customer service; ability to interface with internal and external customers to meet Agency standards
• Exceptional organizational skills; detail oriented, well organized, able to coordinate multiple activities and tasks meeting conflicting priorities and timelines
• Computer proficiency in Microsoft office/software, MS Teams, Zoom and other online programming platforms.

#LI-MG1

**Various tests and/or exams may be administered as part of the selection criteria.

Alternate formats will be provided upon request.

Interview: Our recruitment process will be completed with video conference technology.

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available.

If this opportunity matches your interest and experience, please apply online at: www.brampton.ca/employment quoting reference #104692 by April 11, 2022 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process, applicants will be invited to complete a self identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

Company: City of Brampton

Expected salary: $55079 – 61964 per year

Location: Brampton, ON

Job date: Sun, 03 Apr 2022 06:04:33 GMT

Job Source: Careerjet.ca

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