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Job Description: Finance and Administrative Officer

Title:                     Finance and Administrative Officer

Reports To:         CEO

Date:                    May 2019


The Finance and Administrative Officeris responsible for coordinating accounts payable, accounts receivable, and maintaining appropriate financial documentation in an organized system.  Other responsibilities will include producing monthly accounting reports, making accurate monthly remittances, recording deposits to the General Ledger as well as processing payable and received cheques, providing assistance with annual audit working papers, ensuring the timely and accurate invoicing and vouchering, updating the internal database, processing payroll, and administrative duties related to finance and bookkeeping. Other duties will be assigned as necessary.

Job Duties

A.     Administration

  1. Maintaining an organized filing system for all appropriate documents
  2. Prepare reports for CEO as requested
  3. Manage inventory for office supplies
  4. Answer customer and public inquiries
  5. Assist in IT related matters (e.g. peripherals, networks, e.g.) when and where possible, escalating issues to CEO as necessary
  6. Assist setting up board and staff meetings
  7. Maintaining electronic and paper records ensuring information is organized and easily accessible
  8. Assist with executive level reporting including research and presentation preparation as requested by the CEO

B.     Financial

  1. Ensure accurate processing of monthly remittances
  2. Prepare monthly financial statements
  3. Prepare the general ledger and journal entries
  4. Conduct banking; prepare bank reconciliations
  5. Store, update and retrieve financial data; track year to year expenditures
  6. Manage accounts receivable and payable
  7. Performs data entry for budgeting and analysis (e.g.: wharfage charges, duties, berthage, etc.)
  8. Inform CEO of potential accounting and billing problems
  9. Act as first point of contact for Port Charlottetown vendors, etc. regarding billing issues and inquiries

C.     Business Development

  1. Stay informed of community connections and activities that may be of benefit to Port Charlottetown and/or the community
  2. Be aware of potential business opportunities and provide input to the CEO in growing various service lines and facilities use

Perform other duties as assigned by the CEO.



  • Post-secondary degree or diploma in Business Administration, Finance, Accounting or other related field
  • 3 to 5 years of experience in accounts payable/accounts receivable, and/or general bookkeeping
  • CPA designation preferred
  • Strong working knowledge of Generally Accepted Accounting Principles and Practices
  • Perform mathematical computations accurately and quickly
  • Strong attention to detail and a high degree of accuracy with while multitasking
  • Extensive experience and knowledge in dealing with accounting systems, budgets, internal controls, business planning, and asset management is desirable
  • Advanced proficiency with Simply Accounting software and Microsoft Office suite
  • Able to effectively communicate both verbally and in writing
  • Able to build and maintain lasting relationships with colleagues, key business partners, and government agencies
  • Strong problem identification and solving skills

Core Competencies

  • Accuracy
  • Quality Orientation         
  • Ethics and Integrity
  • Teamwork          
  • Problem Solving
  • Analytical Thinking
  • Prioritization
  • Customer Focus
  • Communication
  • Negotiation
  • Confidentiality
  • Accountability and Dependability

Working Conditions

  • 37.5 hours per week
  • Occasional overtime to be taken as time in lieu
  • Occasional light lifting
  • Work at a desk primarily