BOOKKEEPER & ADMINISTRATIVE ASSISTANT

Job Title: Bookkeeper & Administrative Assistant

Reports to: Director of Business and Administration

Location: 713 Medalta Ave SE, Medicine Hat, Alberta

Job Type: Full-time permanent; 40 Hours/Week

Salary: $50,000

About Medalta

Medalta in the Historic Clay District is a nationally recognized industrial museum, contemporary ceramic arts centre, and community gathering place located in the heart of Medicine Hat. As Medalta celebrates 40 years as an organization, it continues to preserve one of Canada’s most significant ceramic manufacturing sites while advancing contemporary artistic practice, education, and public engagement through its museum and internationally renowned artist-in-residence program.

Position Summary

The Bookkeeper & Administrative Assistant is responsible for the day-to-day administrative and financial operations of the organization. This role oversees office administration, bookkeeping, payroll, donor processing, records management, and organizational administration to ensure efficient operations, accurate financial recordkeeping, and compliance with organizational policies and regulatory requirements. The position also supports financial reporting, grant financial tracking, and the administrative systems that enable the organization to operate effectively.

Key Responsibilities

Finance

• Maintain accurate financial records, including accounts payable and receivable, bank reconciliations, journal entries, and the general ledger.
• Prepare monthly financial reports and budget variance reports for the Board of Directors and organizational leadership.
• Support the annual budgeting process by preparing financial information and supporting documentation.
• Coordinate year-end financial processes and liaise with external accountants and auditors.
• Process payroll and administer employee benefits in coordination with third-party providers.
• Process donations and issue charitable tax receipts in accordance with CRA requirements.
• Track grant expenditures and prepare financial information to support funder reporting requirements.
• Maintain the chart of accounts and supporting financial documentation.
• Ensure compliance with organizational financial policies, accounting standards, and applicable legislation.

Administration

• Support the day-to-day administrative operations of the organization.
• Oversee office administration, including supplies, equipment, service providers, and vendor relationships.
• Maintain and organize organizational records and filing systems, both digital and physical.
• Maintain employee records and administer employee benefits and related documentation.
• Track contracts, insurance policies, organizational registrations, and renewal deadlines.
• Maintain accurate donor and gift records in our donor management system and reconcile donation records with financial records.
• Coordinate organizational correspondence, records management, and document preparation.
• Identify opportunities to improve administrative and financial processes and implement efficiencies.
• Perform other related duties as assigned to support the effective operation of the organization.

Qualifications

• Post-secondary education in accounting, finance, business administration, or a related field.
• Minimum 2 years of relevant experience in finance and/or administration.
• Proficiency with accounting software (e.g., QuickBooks, Sage, Xero) and Microsoft Office Suite (especially Excel).
• Strong organizational and problem-solving skills.
• Knowledge of nonprofit financial management and CRA charity requirements is an asset.
• Discretion and confidentiality with sensitive information.
• Ability to work independently, take initiative, and manage day-to-day responsibilities with minimal supervision.

Working Conditions

• On-site office environment
• Occasional evening or weekend hours may be required for meetings or deadlines
• 40 hours/week (paid lunch included)
• Benefits after 3-month probationary period as determined by operational personnel policies

Medalta is committed to equity, diversity, and inclusion in its hiring practices and workplace culture. We welcome applications from individuals of all backgrounds, including Indigenous peoples, racialized persons, persons with disabilities, women, and members of the 2SLGBTQ+ community. Accommodations are available throughout the hiring process upon request.