Accounts Payable/Administrative Assistant

Job Description: Accounts Payable/Administrative Assistant

Department of Functional Area: Finance

Reports To: Finance Office Manager

This position plays a key role in supporting the finance team with day-to-day operations—primarily focusing on accounts payable, donation-related deposits, and general office administration to help the team stay organized and efficient.

This is not a complete list of this position’s duties and responsibilities. The items below are examples of the types of activities performed. Other duties may be assigned.

Duties & Responsibilities:

Accounts Payable:

Invoice Processing:

• Receive and review invoices for accuracy and completeness.
• Match invoices to purchase orders and follow up on missing approvals.
• Code invoices and upload them to the accounting system with appropriate documentation.
• Assist with preparation of payables batches for review and approval.
• Maintain vendor records and support timely payments.
• Support the finalization of payments by assisting with the mailing and filing of cheques and related documentation.
• Assist with month-end or weekly reporting related to payables.

Expense Management System:

• Monitor and manage user activity within the expense management system.
• Support staff with expense claim submissions and troubleshooting.
• Review submitted expenses for completeness and policy compliance, ensuring all required receipts and supporting documentation are included.
• Coordinate with supervisor for monthly reconciliation and credit card reporting.

Deposit Preparation:

• Prepare deposits related to donations (cheques, EFTs, cash) in coordination with the finance team.
• Group, scan, and log donation deposits with proper categorization, and upload deposit slips to the shared folder.
• Ensure accurate and timely deposit delivery to the bank.
• Assist with printing deposits and remittances received via email from various locations.

Administrative Support:

• General Office Duties: Answer phones (shared), help answer the office buzzer (shared), assist with mail opening, scanning, and document filing.
• Office Operations: Help maintain organized digital and physical financial files; assist in ordering office supplies and monitoring inventory.
• Project & Event Support: Assist with seasonal events, finance-related initiatives, and special projects as requested.

Budgetary: Actively support ministry fundraising efforts by participating in local events, promoting ministry initiatives, and representing the organization in a way that invites community engagement and support.

Schedule: Monday - Friday 8:00-4:00pm

Qualifications:

• 1–2 years of experience in general office or finance administration (nonprofit experience preferred).
• Strong attention to detail and high level of accuracy.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word).
• Experience with accounting systems (e.g., Xero) and/or expense software (e.g., expense management system) is an asset.
• Comfortable handling confidential and sensitive information.
• Excellent organizational, communication, and interpersonal skills.
• A compassionate and understanding approach, aligned with the values and mission of Adult & Teen Challenge.

Work Environment: 83 Kate Street, Winnipeg MB, Shared Office Setting.

Job Types: Full-time, Fixed term contract
Contract length: 6 months

Pay: From $45,000.00 per year

Ability to commute/relocate:

• Winnipeg, MB R3A 1J9: reliably commute or plan to relocate before starting work (required)

Work Location: In person