Quinte Regional Minor Hockey Association is seeking a person to fill the role of Administrator, which is a dual role of Financial Administrator (Bookkeeper) and Registrar.
Job Title:
Financial Administrator & Executive Assistant of Administration (Combined Role)
Location:
Remote (with requirement to attend monthly executive meetings, AGM, and possibly other onsite meetings in Belleville, as needed)
Compensation:
Monthly honorarium of $1,200
Expected hours:
Approximately 10-20 hours per week (flexible, workload varies with demand)
Position Overview:
The Quinte Regional Minor Hockey Association is seeking a qualified individual to fill a dual-role position, combining the responsibilities of a Financial Administrator (Bookkeeper) and an Executive Assistant of Administration. This key role supports the financial, administrative, and operational functions of the association, ensuring seamless processes and effective communication within the organization.
Primary Responsibilities:
Financial Administrator (Bookkeeper):
- Authorize and process payments from team accounts upon receiving two email approvals and proof of payment from managers and coaches.
- Write and manage tournament registration cheques pre-season, with reimbursement from teams once fundraising is completed.
- Transfer registration deposits and other funds between team accounts and the association’s bank account as needed.
- Reimburse the association for expenses such as ice rentals, camp fees, meeting room rentals, tournament loans, OMHA permits, and year-end events.
- Generate and distribute monthly Excel summaries of cheques, deposits, bank balances, and income/expenses to team managers.
- Assist or direct managers to relevant executive members for queries.
- Maintain accurate financial records using QuickBooks (software provided).
- Prepare financial statements for monthly meetings and the Annual General Meeting (AGM).
- Support the Treasurer by providing detailed explanations and periodic summaries of team spending.
- Process and record all deposits made to the association’s bank account.
- Print and authorize cheques for authorized expenses, including ice bills, staff payments, and association costs, with Treasurer’s approval.
- Ensure proper documentation and record-keeping of all financial transactions for future reference.
- Maintain continuity during transitions of executive and board members.
Executive Assistant of Administration:
- Oversee and coordinate all registration processes and cheque processing for teams.
- Manage the organization and supervision of annual registration and ensure payment processing accuracy.
- Check and respond to emails promptly.
- Weekly management of the post office box and QRMHA drop box.
- Maintain and update team rosters, ensuring their accuracy.
- Forward invoices to the bookkeeper and appropriate staff for approval and payment.
- Accept and deposit electronic transfers.
- Provide administrative support to managers and coaches.
- Attend monthly board meetings and assist with minutes and follow-up tasks.
- Forward injury reports to OMHA and assist families with insurance claims.
- Tally annual mileage for staff and board members traveling for association duties.
- Update the OMHA portal as required.
- Apply for facility insurance (including Year-End Event), team travel permits, and other necessary permissions.
- Ensure all staff and volunteers working with minors have current qualifications and Vulnerable Sector Checks by the deadlines.
- Support year-end events by providing pre-registration information and managing registration processes.
- Administer Benevolent Fund and Coaching Applications, including conducting interviews if requested.
- Organize and support spring and summer tryouts, including fee collection, documentation, and coach assignments.
- Ensure compliance with roster deadlines and documentation requirements.
- Manage the return of association property (mailbox keys, jerseys, iPads, forms, banners).
- Assist with ordering and distributing year-end awards, plaques, and trophies.
- Ensure the AGM and constitutional updates are posted in accordance with organizational bylaws.
Qualifications:
- Proven experience in bookkeeping, financial management, or related roles
- Proficiency in QuickBooks or similar accounting software
- Strong organizational and administrative skills
- Excellent communication and interpersonal skills
- Ability to work independently with minimal supervision
- Familiarity with minor hockey administration or sports organizations is an asset
- Ability to handle sensitive and confidential information
Application Process:
Interested candidates are encouraged to submit their resume and cover letter outlining their qualifications and experience via email to: [email protected]. Resumes will be accepted until June 26th at 4:00 PM. Only qualified candidates will be contacted for an interview. The successful applicant will need to provide references and a Vulnerable Sector Check.