Ecology Action Centre Looking for Administrative Assistant at Halifax, NS Full Time

Administrative Assistant, Operations Team Job Posting EAC 22-10-26

WHO WE ARE

The Ecology Action Centre (EAC) is an environmental charity based in Miꞌkmaꞌki/Nova Scotia. We take leadership on critical environmental issues from biodiversity protection to climate change to environmental justice. We work to catalyze change through policy advocacy, community development and building awareness. Grounded in community, we are a strong voice and watchdog for our environment, taking a holistic approach to the environment, our economy, and the creation of a just and sustainable society.

ABOUT YOU

You are highly organized with keen eye for detail. You enjoy working with numbers and people. You are adaptable, quick to learn and enjoy being part of a team. You are known for having high ethics, integrity and accountability. You are looking to apply your organizing skills and knowledge to meaningful work that has a positive impact on community and the environment. You enjoy collaborating with diverse groups and thrive in a dynamic fast-paced workplace, always looking for the next challenge to tackle.

YOUR FOCUS

As the Administrative Assistant your focus will be providing administrative support to our Finance and HR teams while maintaining accurate records and remaining compliant with accounting regulations and EAC’s policies. This position will be responsible for the collection of information and data, document management, tracking and managing various deadlines in order to keep the team and paperwork organized.

Key elements of this work will include:

• Maintain finance form templates and operations tracking, membership reports, compile documents for monthly reports.
• Track contracts, grant agreements, maintain project financial tracker records and compiling financial data reports for funders.
• Maintain records of proposals & funding agreements and ensures awareness of key deadlines for reports and payments by relevant staff
• Prepare bi-weekly payroll and assist with other payroll functions such as responding to employee inquiries, prepare T4’s, ROE’s

• Maintains accurate leave tracking for vacation, paid health/sick time, stat holidays, etc, providing regular updates on individual accruals and balances
• Ensures all completed new hire paperwork is completed and received on time and payroll systems are up to date
• Prepares confirmation of employment letters requested by employees and HR related communications as needed
• Identifies employees eligible for benefits (health and pension) sends enrollment forms and other relevant paperwork to employees, and collects signed forms and sets up profile with health benefits provider
• Posts job openings and collate applications received
• Supports the Accounting Manager with implementation of system and process improvements
• Support annual audit activities, including record preparation, participation in meetings with auditors
• Provides back-up support for finance and operation teams as required including cover for staff on leave.

WHAT YOU WILL BRING

• 2+ years’ experience inadministrative roles
• High level of attention to detail and accuracy
• Strong analytical and problem-solving skills

• Ability to handle sensitive information confidentially
• Manage time efficiently, excellent organization skills, able to handle unexpected tasks and last-minute deadlines
• Excellent communication (written and oral) and interpersonal skills
• Ability to proofread documents

• Demonstrated ability for teamwork, collaboration as well as working individually.
• Ability to work with numbers and budgets and manipulating large amounts of data.
• Advanced knowledge of Microsoft Office Suite, with an emphasis on Excel spreadsheets.
• Adept with utilizing communication platforms and tools, including SharePoint, MS Teams, Zoom
• Able to learn and work with new systems and technologies.

Additional areas considered an asset:

• Experience working in a non-profit environment
• Post-secondary certificate/degree in accounting, business administration, or finance field.
• Experience using accounting or payroll software.
• Familiarity with grant applications and reporting.

TERMS OF EMPLOYMENT

• This is position is 30 hours a week with a starting wage range between $19.67 – $21.56 per hour based on level of knowledge, experience and skills.
• Participate in EAC’s 4-day work week pilot rom October 2022 to end of June 2023.
• Four weeks of paid vacation; cost-shared benefits plan
• Position begins as soon as possible
• The position is expected to be working primarily on-site with some remote work. On-site work will be at our Halifax office at 2705 Fern Lane in our renovated, energy-efficient green office building.
• The first floor of our building is designed to be universally accessible.

TO APPLY

• Please sumbit your resume and cover letter in a single PDF document titled “YOUR NAME Administrative Assistant” via Indeed https://www.indeed.com/cmp/Ecology-Action-Center/jobs.
• The closing date is November 9, 2022

We thank all applicants for their time and interest, however only short-listed applicants will be contacted.

The Ecology Action Centre is committed to employment equity and encourages applications from individuals in traditionally underrepresented groups including, but not limited to: African Nova Scotian and other racialized people, Mi’kmaq and other Indigenous people, lesbian, bisexual, gay, transgender and queer people, and persons with disabilities. We encourage applicants to self-identify in their cover letter or application if they are a member of an underrepresented community.

Job Types: Full-time, Fixed term contract

Salary: $19.67-$21.56 per hour

Benefits:

• Casual dress
• Dental care
• Employee assistance program
• Extended health care
• Flexible schedule
• Life insurance
• Paid time off
• Vision care
• Work from home

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Halifax, NS: reliably commute or plan to relocate before starting work (required)

Education:

• Bachelor’s Degree (preferred)

Experience:

• Administrative experience: 2 years (preferred)

Work Location: One location

Application deadline: 2022-11-09