Office Administrator

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Job Description

On behalf of the Sarnia Community Foundation

The WorkPlace Group is recruiting for a part time Office Administrator

The Office Administrator is responsible for the day-to-day responsibilities associated with the administration of the SCF office, including bookkeeping, general administrative duties and general support of activities related to donors, grantees, board members and the general public. The Office Administrator partners with the Executive Director in the successful operation of the Foundation. This is a part-time position working 20 to 24 hours per week on a consistent basis.



 Maintain a high standard of bookkeeping procedures using the SAGE system

o Processing of all donations and issuing receipts

o Preparing invoices

o Processing all revenue and payables

o Preparing bank deposits

o Issuing cheques for all expenses and grants

o Work with the ED in the ongoing monitoring and management of budget expenditures

o Ensure proper documentation is on file and issues all donations receipts and is responsible for ensuring that receipts are issued in compliance with Canada Revenue Agency regulations

o Drafts annual T3010 return and any other relevant returns and documentation with Canada Revenue Agency with regard to maintaining charitable status of Foundation

o Maintains all records and documentation related to investment activity, including for audit purposes


 Maintain a high standard of office operating procedures

o Answer all phone calls and in person enquiries in a professional manner

o Redirect calls, emails and other enquiries to the appropriate individual as required

o Receive and open mail and redirect as appropriate

o Draft correspondence as required

o List phone contacts and emails in a communication log for later follow-up

o Maintain computerized and paper files related to finance, correspondence, donations, donors and back-up (for computer files)

o Maintain stock of office supplies including but not limited to postage, letterhead and envelopes

Stakeholder Relations

 Work closely and collaboratively with the ED to maintain and enhance positive relationships with donors, grantees, board members, the media, and the general public as required

o Maintain donor database and generate correspondence, including thank you notes, receipts and other forms as required

o Assist with donor and potential donor follow-up

o Assist with community grant process by recording incoming grant applications, completing related correspondence, sending appropriate follow-up materials, organizing applications and distributing same to committee members

o Assist the ED as required with regard to preparation for board and board committee meetings, including presentations, minutes and Dropbox organization

o Maintain media contact list and disburse information as required.

o Maintain, update and post to website and social media as required


This job description indicates the general nature, and level of work expected by the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other relevant duties as required by the ongoing development of the Foundation.


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