Job Title: Village Point Improvement District (VPID) Administrator/Bookkeeper (part-time)
Reports to: VPID Chair
Accountability: Board of Trustees
Job Overview:
The VPID Administrator/Bookkeeper is responsible for managing the financial and administrative operations of the VPID. Reporting directly to the VPID Chair and accountable to the Board of Trustees, this role involves maintaining financial records, managing payroll, handling invoices and bill payments, and supporting Board operations through minute-taking and regular communication. This position plays a key role in ensuring the smooth day-to-day functioning of VPID, from financial oversight to maintaining compliance with bylaws and regulations.
General Responsibilities:
- Financial Management:
Maintain up-to-date records of all VPID financial transactions, ensuring transparency and compliance with relevant regulations. Prepare and present financial reports at Board meetings. - Contractor Management:
Process times sheets/invoices for VPID contractors. Log hours worked and ensure that WorkSafe BC premiums for contractors are paid. - Invoicing & Billing:
Prepare and mail monthly invoices for water and sewer tolls and taxes. Handle all related bill payments and maintain accurate financial records using QuickBooks software. - Minutes and Meetings:
Attend, take and maintain a record of minutes at all Board, Audit & Finance (A&F), and Annual General Meetings (AGM). - Auditor Liaison:
Prepare and liaise with the auditor to ensure the timely completion of the annual audited financial report, which is presented at the AGM. - Bylaws and Legal Compliance:
Prepare and submit necessary changes to the bylaws as directed by the Board.
Specific Responsibilities:
- Banking & Transactions:
Perform bank deposits and reconcile monthly RBC (Royal Bank of Canada) statements. Enter all financial transactions into QuickBooks software and update the PAD database both in-house and at RBC as required. - Financial Reporting:
Present monthly financial reports to the Board, detailing all expenditures, deposits, and financial activity. - GST & Tax Management:
Submit bi-annual GST rebates to the Canada Revenue Agency (CRA) and maintain records for tax compliance. - Capital Projects & Budget Tracking:
Record costs for capital projects to be capitalized and ensure accurate financial tracking. - Government & Legal Communication:
Prepare and submit required communications to various government agencies (e.g., permits, annual bylaws for water and sewer fees). Safeguard files during the seven-year CRA period. - Database Management:
Maintain up-to-date records for owners and suppliers, managing any changes as needed. - Owner Communication:
Respond to email and telephone inquiries from owners. Assist with welcoming new owners, including sending introductory letters and bylaws. - Office Support:
Order supplies for the Manager. - Collections & Accounts Receivable:
Follow up on outstanding fees and ensure collection of overdue accounts. - Miscellaneous Administrative Duties:
Assist the Board and management with various tasks and requests as needed.
Qualifications:
- Experience:
Previous experience in bookkeeping, accounting, or office administration, particularly in a non-profit or municipal setting, is preferred. - Technical Skills:
Proficiency in QuickBooks software is required. Familiarity with banking and payroll systems, as well as basic office software (e.g., Word, Excel), is essential. - Communication:
Strong written and verbal communication skills. Ability to take accurate and concise minutes during meetings and correspond effectively with homeowners, suppliers, and external stakeholders. - Organization:
Excellent organizational skills, with the ability to manage multiple tasks and meet deadlines. - Attention to Detail:
High attention to detail, especially when maintaining financial records, preparing reports, and following up on payments. - Knowledge:
Familiarity with WorkSafe BC, GST, and CRA regulations is an asset. Understanding of bylaws, municipal laws, and financial best practices is a plus.
Additional Information:
Salary/Compensation:
Commensurate with experience within a range of $30-40/hr
A part-time contract position, expected to be ~ 90-110 hrs/month
Location/Work Environment:
Contractor to provide office location (home office). Will be expected to attend in-person meetings on Mayne Island
Start Date:
May 20, 2025
Application Process:
Submit your application to hr@vpid.ca, including a cover letter, résumé, and contact information for two references.
Applications must be received before April 25, 2025