Job Title: Finance and Accounting Administrator
Department: Finance & Strategic Operations
Position Type: Permanent Full-time
Expected Start Date: ASAP
What we offer:
- Flexible work arrangements
- Employee discounts on food and retail items and free parking
- Free entrance to the Park, including to our many public special events
- Working in a beautiful park setting
- Generous paid time off, including Vacation days, Sick Time
- Employer-matched Pension Plan at 5%
- Comprehensive Benefits package includes Extended Health Care, Dental Benefits, Basic Life Insurance, Accidental Death and Dismemberment, Short-Term and Long-Term Disability, and Employee and Family Assistant Program (EFAP)
Who We Are:
Heritage Park is Canada's largest living history museum and offers visitors a chance to experience life in Western Canada from the 1860s to the early 1950s. The park features historical buildings, costumed interpreters, working antiques, and various exhibits that provide insight into the region's past.
Job Overview:
The Finance and Accounting Administrator provides high-level administrative, financial, and governance support to the Vice President of Finance and the broader Finance team. This role is split between executive administrative support and transactional finance administration. The Finance and Accounting Administrator is responsible for calendar and meeting coordination, performance tracking, reporting support, and day-to-day financial processes including PO generation, data entry, and system updates.
Responsibilities:
Executive & Governance Administrative Support (40%)
- Manage and coordinate the calendars of the CFO and VP of Finance, including scheduling, meeting logistics, and follow-ups.
- Provide governance support during peak times (e.g., AGM), including scheduling, logistics, and accurate minute taking.
- Coordinate the annual performance review process for direct reports under the VP and CFO.
- Process credit card reconciliations and expense submissions for the CFO and VP of Finance.
- Organize and support Finance team meetings and team-building activities, including preparing agendas, tracking action items, and coordinating logistics.
Excellence Indicators:
- 100% of critical meetings scheduled and supported on time.
- 100% completion of annual performance tracking on schedule.
- Governance documentation prepared 5+ business days in advance.
Finance & Operations Administration (60%)
- Enter and maintain accurate data in Business Central (BC), including vendor creation, POs, invoices, and credit card reconciliations.
- Support finance document migration, filing, and inventory entry projects.
- Maintain accurate parking revenue logs and ensure timely deposits.
- Prepare ad hoc reports, enter menu cost updates into the POS system, add barcodes to inventory items, and support bank fee tracking.
- Provide general administrative support to the Finance team, picking up tasks as assigned during peak workload periods.
Excellence Indicators:
- 100% of finance transactions (e.g., POs, invoices) processed within 5 business days.
- Timely completion of finance-related reporting and POS updates.
- <2% error rate on data entry and document audits.
Team & Stakeholder Support
- Provide professional, timely communication and support to executives, team members, and external stakeholders.
- Act as a reliable point of contact for routine inquiries directed to the CFO or VP of Finance.
- Demonstrate discretion and confidentiality in handling sensitive information.
- Contribute to a positive, solutions-focused team culture by proactively assisting where needed.
Excellence Indicators:
- Clear, effective communication with internal and external stakeholders.
- Demonstrated professionalism and confidentiality in all interactions.
- Positive feedback from executives and team members regarding responsiveness and support.
Organizational Excellence and Wellbeing
- Contribute to inspiring and immersive experiences at the Park by engaging in Heritage Park initiatives that align with our mission and vision, ensuring authenticity in our historical setting and stories.
- Demonstrate commitment to workplace health and safety by complying with Heritage Park's Health, Safety and Environment Management System (HSEMS), following safe work practices, reporting work-related incidents, injuries, and hazards, participating in employer training, and adhering to policies including the Code of Conduct and the Workplace Violence and Harassment policy.
- Demonstrate responsible stewardship of our people, collections, and financial assets by driving growth with innovation, transparency, and financial sustainability, while embracing our historical assets and recognizing all contributors.
- Recognize all contributors to our community as integral to our success, fostering a sense of community and collaboration.
- Actively support a positive work environment by creating an atmosphere of inclusion, engagement, belonging, and fulfillment for employees and volunteers, in line with Heritage Park values.
Required Qualifications:
- Diploma or certificate in Business Administration, Finance, Accounting, or related field.
- All successful candidates (over the age of 18) will be required to undergo a Police Information Check as a condition of employment.
- Experience coordinating executive calendars and meetings is an asset.
- High attention to detail, accuracy, and ability to handle confidential information.
- Previous experience supporting senior executives or department heads is an asset.
- Strong interpersonal and written communication skills with a customer-service focus.
- Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
- Proficiency in MS Office (Excel, Outlook, Word).
- Familiarity with accounting systems (Business Central preferred).
- Minimum three (3) years of experience in an administrative or finance support role.
Hours of Work:
- The standard hours for this position are 35 hours per week;
- Occasional holiday, evening, and weekend work may be required
- The schedule will generally be five consecutive days per week (Monday to Friday); and
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