August 12, 2014 (Ottawa, ON) – Biathlon Canada, the national governing body for the sport of biathlon in Canada, is seeking an individual to serve as a bookkeeper for the organization. This position reports to the Executive Director. This person must be based in Ottawa, Ontario and must have the ability to travel to and from the national office.

Bookkeeping /Financial Duties and Responsibilities (for an approximate annual budget of $1.4M)

Position: Bookkeeper

Job Description:

Introduction

Biathlon Canada is the national sport organization responsible for both the high performance and domestic aspects of Biathlon in Canada. All personnel are employed by Biathlon Canada to facilitate the achievement of the Association’s goals and are required to operate within the policies and legal obligations of Biathlon Canada as established by its volunteer Board of Directors and Executive Director. The Association receives financial contributions from different agencies (Sport Canada, OTP, COC, CAC, CSI’s, IBU, etc) and is accountable for disbursements according to published terms and conditions. Biathlon Canada establishes an annual operating budget within which programs and activities must be conducted. The Association’s staff is responsible for administrating and managing the Association’s financial activity. The National Office is responsible to provide administrative support to all Association activity.

General
• Full cycle bookkeeping including accounts payable, accounts receivable , financial statements, journal entries, reconciliations, payroll (including deductions at source) and HST reporting and filing;
• Biathlon Canada uses Simply Accounting as its financial program;
• Estimated level of effort would be 10 hours per week with 37.5 hours a week during the annual audit.
Accounts Payable
• Verification of all invoices and account coding for data entry and preparation of cheques including accounting for GST/HST rebate on each transaction;
• Code and post credit card statements and reconcile to expense reports;
• Prepare wire (bank) transfers for authorization and input data after successful transaction;
• Prepare cheques for payment;

Accounts Receivable
• Prepare invoices as required (requires daily attention during Sept-April plus detailed breakdown for complex international tour accounting);
• Post invoices in A/R;
• Collection on delinquent accounts as required;
• Prepare and make bank deposits.

Bank Reconciliation/Monthly Review
• Reconciliation of monthly bank statements and banking transactions to the general ledger;
• Monthly preparation of balance sheet and incomes statements based on payable invoices received, accounts receivable and monthly transactions;
• Monthly general ledger printouts and back up files.

Year End
• Preparation of all government reporting and filing as required;
• Prepare/oversee and confirm GST/HST Collection and/or Rebate Return;
• Preparation of all T4A slips (by Feb 28th annually) and summary slip for contractors and athlete payments;
• Preparation of all files for annual audit.

Other
• Ensure data backup on a bi-weekly basis;
• Monitor cash flow and communication with ED as required;
• Issue tax receipts or other receipts as applicable;
• Resolve and/or respond to queries from clubs, coaches, athletes, registered participants and vendors;
• Maintain accurate historical records by filing documents;
• Conduct periodic reconciliations of accounts to ensure their accuracy;
• Assist in the preparation of materials for annual audit or any other audits that may occur;
• Be present during annual audit and respond to requests for sampling by auditor (normally 4-5 days onsite each spring);
• Other financial duties as defined and in coordination with the Executive Director.

Skills & Experience

The bookkeeper should have qualifications, knowledge and practical experience beyond basic bookkeeping. They must be a team player and be able to communicate effectively.

Specific requirements include:
• A diploma in accounting or equivalent business experience or bookkeeper certification;
• A minimum of 5 year’s accounting experience preferably in a Not-For-Profit environment;
• High degree of proficiency in office procedures, bookkeeping and generally accepted accounting principles;
• Ability to maintain confidentiality;
• Attention to detail;
• Knowledge and practical experience of basic computer skills, particularly Simply Accounting, Microsoft Word and Excel programs;
• Above average organizational and time management skills;
• Conversational French would be an asset.

Please send a detailed proposal, including your certification and experience level, references and other pertinent information along with estimated costs/hourly rate/project rate to:

Joanne Thomson
Executive Director / Directrice générale
Biathlon Canada
Suite 111, 2197 Riverside Dr.
Ottawa, ON K1H 7X3
+1 613-748-5608 ext 3
+1 613-748-5762 (fax)
jthomson@biathloncanada.ca

Deadline for proposals is August 27, 2014

Salary Range: RFP

Type of Position: Part Time

Contact Information:
Joanne Thomson
Biathlon Canada
Suite 111, 2197 Riverside Dr
Ottawa , ON, Canada
K1H 7X3
E-mail: jthomson@biathloncanada.ca
Tel. 613-748-5608×3
Fax. 613-748-5762
http://www.biathloncanada.ca