Job Posting: Administrative Clerk

Job Posting: Administrative Clerk

Anticipated start date: 

August 17, 2022

Terms of employment: 

Full-time permanent, Monday to Friday

Salary:

$32,552 annually (plus benefits)

Application deadline:

Open until filled

Number of positions:

1

About The Exploration Place:

As the largest museum and science centre outside of the lower mainland, The Exploration Place has taken a leadership role in the region and has offered quality programs and services for over two decades. The Exploration Place is a charitable organization with a mission to provide learning opportunities that foster an understanding of significant past and current issues shaping our community by linking experiences within the Regional District of Fraser-Fort George to the world in a unique, participatory Museum of regional history, science, and technology. You will be joining a team of enthusiastic and passionate individuals whose goal is to work together for the success of all departments and have fun doing it! This position is ideal for a detail-oriented, energetic, creative person who has a passion for supporting the meaningful programs and services we offer and wants to be a part of a team that makes a positive impact in our community.

Who are we looking for?

We are seeking an enthusiastic, outgoing, and motivated person who is ready to take on new tasks because you never truly know what the day will bring when you work at The Exploration Place. Everyone plays a role in The Exploration Place’s daily operations. You are comfortable working with colleagues in different departments to help meet our shared goals and build trust.

You are a team player who is comfortable working together under the direct supervision of the VP of Finance and in collaboration with the CEO and Senior Leadership Team. You are detail-oriented, organized, complete tasks in a timely manner, and are independent yet flexible and collaborative. 

What are the hours and benefits?

This is a permanent, full-time position with a regular Monday to Friday workweek. A regular workday is 8 hours, with a 30-minute unpaid lunch break. We are looking for someone who is flexible and available outside of these hours for museum events on evenings, weekends, and statutory holidays, with notice. After the training period, we may be open to reduced hours/days to accommodate your schedule.

After a 3-month probationary period, benefits include:

  • Extended health and dental benefits
  • Vacation accrual of 2 weeks (80 hours) annually
  • Sick leave of 10 days (80 hours) annually
  • Annual Membership to The Exploration Place
  • Staff discount in our gift shop
  • Professional Development opportunities related to this position and the museum and science centre industry 

Job Summary:

The Administrative Clerk is responsible for assisting with payables, invoicing, receivables, weekly cash reconciliation and deposits, and other related functions within the Museum. Accuracy, attention to detail, and confidentiality are of the utmost importance in this role. 

 Knowledge, skills, and abilities we are looking for:

  • A minimum of high school graduation or equivalent. Some post-secondary education preferred related to Office Administration, Administrative Clerk, Business, or Finance
  • At least one year experience in a role with transferable skills
  • Experience with accounting systems, preferably Adagio
  • High level of proficiency with all Microsoft Office 365 programs with advanced proficiency in Microsoft Excel
  • Must be able to work a flexible schedule and occasionally be available on weekends, holidays, and evenings when necessary
  • Have a valid Class 5 driver’s licence and provide driver’s abstract
  • Use of a personal vehicle for business purposes.

The successful applicant will be responsible for the following:

  • Summarize, input, and verify daily cash sheets
  • Close and balance weekly cash reports and enter in Excel for monthly import into Adagio
  • Maintain petty cash and cash floats
  • Prepare weekly bank deposit
  • Set up new clients in Adagio Invoices and set up pre-authorized payments
  • Prepare and email invoices and process PAPs
  • Assist with accounts payable duties, including but not limited to sorting mail, printing email invoices, credit card statements, expense claims, coding and breaking out GST
  • Work collaboratively with the CEO and Senior Leadership Team to ensure day-to-day office needs are met
  • Operate a 4-line switchboard; answer the telephone and deal with queries from the public and customers in a positive and friendly manner
  • Collect and process new employee paperwork for HR files
  • Employee Timesheets – calculate hours worked and verify with the Senior Leadership Team
  • Provide administrative support including but not limited to our annual Board social, staff Christmas party, monthly Board meetings, and staff training meetings
  • Manage donation requests, track, and process
  • Manage and track gift certificates
  • Maintain and purchase general office supplies for all departments
  • Work with the Senior Leadership Team in tracking and inputting the grant application status
  • Assist with staff scheduling in a multifaceted organization that includes finding creative scheduling solutions to ensure all museum departments run smoothly
  • Front Desk administration and assist in other departments when needed
  • Participate in staff meetings as required
  • Other duties assigned by the VP of Finance and approved by the CEO or COO

What type of skills and background are we looking for?

  • Excellent data entry and computer skills, attention to detail, accuracy, ability to meet tight deadlines
  • Friendly, professional, responsible, and adaptable
  • Interact, cooperate, and collaborate with co-workers and clients in a positive, respectful fashion that fosters trust
  • Experience working with the public; excellent customer service skills
  • Ability to work in a fast-paced, customer-orientated facility in cooperation with other staff and departments
  • Strong ability to manage time efficiently and to think logically and methodically
  • Excellent written and verbal communication skills
  • Fairly well-versed in most things administrative, and enjoys working within teams and independently
  • Experience with accounting and reporting systems

The Exploration Place is an equal opportunity employer.

We do not discriminate against ability, ethnicity, gender identity, socioeconomic background, or sexual orientation. We strongly encourage applications from racialized individuals, under-represented communities, diverse backgrounds, identities, and experiences. We’re looking for motivated, compassionate people who can execute from the ground up. The Exploration Place is committed to providing our team members with safe, quality work experience, employability skills, and access to career development through professional development opportunities and mentoring. We use an in-depth, hands-on training program that allows our new employees to learn by doing, working closely with all departments and with our leadership team.

All offers are subject to the satisfactory completion of reference, police criminal record checks, and proof of vaccination.  Only successful applicants will be contacted. Please email your resume, cover letter, and three references to Barb Laass, VP – Finance.

Share this job: