For full job posting, visit the careers page on our website bgcsvi.org

BGC South Vancouver Island’s (BGCSVI) mission is to provide safe, supportive places where children, youth and families experience opportunity, overcome barriers, develop skills, positive relationships and confidence for successfully leading their lives and communities. We provide social, recreational and developmental services to children, youth and their families that support all aspects of our Mission.

The Agency supports practice through a trauma-informed lens, placing a priority on participant safety, choice, and self-determination. Our programs are approved by the Commission on Accreditation of Rehabilitation Facilities (CARF).

At BGC South Vancouver Island, we believe “Opportunity Changes Everything!”

Position Summary

The Registration Clerk & Office Coordinator (RCOC) provides a broad range of financial support and services to the Finance Department, Child Care Registration, Accounts Payable (AP) and Accounts Receivable (AR). The Registration Clerk & Office Coordinator also provides general administrative support to the Agency in compliance with established internal controls and protocols, while maintaining databases, systems, processes, financial records, and reports with the highest regard for confidentiality, timeliness and accuracy. The Registration Clerk & Office Coordinator maintains an assigned portfolio of childcare registrations and serves as back up Registration Clerk & Office Coordinator as required. The Registration Clerk & Office Coordinator will communicate with external vendors, external clients and employees in accordance with BGC South Vancouver Island’s Mission and Core Values and adhering to GAAP and organization policies and practices.

Position Details

Shifts: Flexible shifts between 7:30am-5:00pm. This is an in-office role with no remote or hybrid work arrangements available.
Position Status: Permanent
Hours: 30 hours per week
Location: Langford area
Wage: $25.00/hour
Benefits: Extended Health coverage available after 3 month probation
Term: Permanent
Expected Start Date: As soon as possible
Opportunities: Professional development, supportive work/life balance, training and development, career opportunities and advancement

Key Duties and Responsibilities

• Administers the registration process with accuracy, diplomacy and efficiency including but not limited to enrollment of new and returning participants, cancellations, reinstatements and withdrawals
• Records revenues accurately in compliance with Generally Accepted Accounting Principles (GAAP) and other Agency required standards
• Processes and records credit card, E-cheque and cheque payments
• Prepares and maintains a monthly AR report
• Follows-up and collects overdue invoices by sending emails to parents and arranges payment plans in consultation with Program Director
• Verifies validity of account discrepancies by obtaining and investing information about BGCSVI programs, government regulations and individual participant information
• Verifies and processes customer refunds by reconciling customer accounts
• Accurately generates annual childcare tax receipts and reconciles them to payments received
• Provides exemplary and timely customer service and sensitively negotiates arrangements with families with special needs
• Confirms, tracks and collects member program registration payments and verifies validity of credit card information
• Maintains accurate filing systems, logs, registration lists, and other records and maintains confidentiality and privacy at all times
• Works in collaboration with identified program staff to monitor and manage referral lists to maintain occupancy levels in programs
• Maintains ongoing, timely communication with identified program staff and Bookkeeper
• Assists new participant registrants in completing subsidy application, as appropriate
• Submits completed subsidy request documents to Accounting in a timely manner
• Works with Bookkeeper to resolve collections by examining customer payment plans, payment history and coordinating contact with appropriate government department if funding is available
• In collaboration with Program staff and co-RCOC, develops annual registration plan for designated programs
• Reconciles bank deposits to registration software
• Processes accurate data entry of payments received
• Reconciles accounts receivable vendor listings to applicable GL accounts, sub-ledgers and other reports following established schedules
• Processes vendor and contractor invoices, expense reports, credit card purchases and mileage expense reports in a timely manner
• Processes and records payments via electronic funds transfer, credit cards and cheques including pre-authorized payments
• Reconciles vendor accounts and problem solves discrepancies
• Reconciles staff credit card accounts on a monthly basis
• Assists with reconciling bank accounts
• Processes vendor invoices, expense reports, visa purchases and mileage expense reports in a timely manner
• Processes payments via electronic fund transfer, prepare cheques as required, and manage pre-authorized payments
• Processes accounts receivable invoices, maintain related documentation and/or establish payment agreements, as required
• Maintains relevant databases and Finance Department software platforms and internal database records
• Maintains all necessary financial records and maintains up-to-date filing systems
• Supports the Finance Department’s requirements to provide timely, accurate, reliable and meaningful accounting information
• Maintains vendor accounts through positive communication, efficient vendor account reconciliation, troubleshooting and administration; match, batch, and code vendor invoices appropriately
• Prepares prepaids and accrual journals
• Provides administrative support to Agency staff as required including word processing documents and reports, laminating documents, printing documents, photocopying/scanning documents
• Coordinates courier orders, shipments and deliveries for the main office and other Club locations
• Monitors and receives faxes for distribution
• Maintains meeting room booking schedules
• Serves as in-house contact for technology agents arriving on premises
• Assists with audit requirements, as needed ensuring relevant accounting data is up-to-date and provides necessary documentation as requested during the audit
• Distributes and records office keys following established procedures

A full list of duties and responsibilities will be provided in the position description

Minimum Qualifications

• Grade 12 diploma
• 1-year experience processing Accounts Payable & Accounts Receivable

To Apply

• Please submit your resume and cover letter to employment@bgcsvi.org indicating which position you are applying for in your email subject line and clearly demonstrating how your experience and qualifications relate to this position
• In the first line of your cover letter, please use our tag line “Opportunity Changes Everything”
• We thank all who apply. In align with our mission, we strive to create safe, supportive places and welcome all to apply

This position is open to all applicants. This position requires union membership.

Interested by the opportunity but not sure how to make it fit? Start the conversation and let’s discuss options! Please feel free to reach out with inquiries or for more information via employment@bgcsvi.org

In alignment with our 5 Core Values, BGC South Vancouver Island is proud to be an equal opportunity employer, welcoming diversity and inclusivity in all practices within the organization

BGC South Vancouver Island acknowledges the Lkwungen, WSÁNEĆ, T’Sou-ke, MÁlexeŁ and Scia’new people, whose traditional territories we live and work upon each day

Job Types: Full-time, Permanent

Pay: $25.00 per hour

Benefits:

• Dental care
• Extended health care
• Life insurance
• Paid time off
• Vision care

Schedule:

• Day shift
• Monday to Friday
• No weekends

Ability to commute/relocate:

• Langford, BC: reliably commute or plan to relocate before starting work (required)

Work Location: In person