Financial & Office Administrator

Financial & Office Administrator - Part-Time
Kicking Horse Culture, Golden, BC
January 2025

Kicking Horse Culture (KHC) is a vibrant and dynamic non-profit community arts council serving Golden, BC. With an annual operating budget of $600,000, we deliver a diverse range of cultural programs, manage the Art Gallery of Golden & Studio Gift Shop (retail/consignment sales), and oversee the Golden Civic Centre on behalf of the Town of Golden. Our work requires diligent financial oversight, effective administration, and clear communication with our stakeholders, partners, and community members.

We are seeking an experienced and highly skilled Financial & Office Administrator to manage our bookkeeping and office operations in a part-time capacity. This individual must be trustworthy, detail-oriented, and highly organized with strong communication skills.

Position Overview:

Reporting to the Executive & Artistic Director, this part-time position (25 - 30h) focuses exclusively on bookkeeping, payroll processing, financial record-keeping, and office administration. The primary responsibilities include processing payroll, issuing artist settlement cheques, managing accounts payable and receivable, and maintaining accurate financial records. We offer a competitive salary based on experience and qualifications.

Primary Responsibilities

1. Financial Administration & Bookkeeping (75%)

• Full-Cycle Bookkeeping
  • Manage all accounts payable (A/P) and accounts receivable (A/R).
  • Reconcile bank accounts, credit cards, and other financial transactions.
  • Maintain accurate financial records using QuickBooks Online.
  • Prepare monthly financial reports for the Executive & Artistic Director and board.
  • Prepare two year ends financial statements for  KHC & the Civic Centre  to our accountants. 
• Payroll & Payments
  • Process biweekly payroll for employees and contract artists.
  • Issue artist settlement cheques and contractor payments.
  • Remit payroll deductions and employer contributions (CPP, EI, taxes).
  • Monthly PST filling
• Budget & Financial Reporting
  • Track operating expenses and revenues against annual budgets.
  • Assist with preparing financial statements for board meetings.
  • Manage and issue two year end financial statements for The Civic Centre and KHC.
  • Manage and pay recurring expenses (utilities, insurance, rent, etc.).
• Point of Sale & Revenue Tracking
  • Oversee the Point-of-Sale (POS) system for the Art Gallery of Golden & Gift Shop.
  • Track ticket sales, memberships, and donations, ensuring accurate reporting.

2. Office Administration & Organizational Support (25%)

• Office & Facility Management
  • Ensure smooth day-to-day operations of KHC’s office and administrative systems.
  • Maintain office supplies, digital files, and records.
  • Respond to vendor inquiries, coordinate service providers, and manage contracts.
  • Assist with scheduling Golden Civic Centre bookings and facility management tasks.
• Administrative Support for Leadership & Board
  • Provide financial data to support board discussions and decision-making.
  • Maintain records related to grant-funded projects and reporting deadlines.
  • Assist the Executive & Artistic Director with financial documentation and compliance.
• Community & Stakeholder Communication
  • Serve as the primary financial liaison for artists, vendors, and funders.
  • Ensure accurate record-keeping of contracts and invoices.
  • Support communication with local businesses and sponsors regarding financial transactions.

Our Ideal Candidate

We are looking for someone who brings a balance of financial expertise, operational efficiency, and interpersonal skills. The right person will be able to demonstrate:

• Expertise in full-cycle bookkeeping, ideally in a nonprofit setting.
• Strong proficiency in QuickBooks Online, Excel, and other financial management tools.
• A keen eye for financial detail and the ability to maintain accurate records.
• Good judgment and problem-solving skills to make timely and sound decisions.
• Exceptional communication skills, with the ability to work collaboratively and engage with stakeholders and vendors.
• Proactive and organized work ethic, ensuring timely completion of tasks and meeting deadlines.
• Enthusiasm for the arts and community-based initiatives.

What We Offer

KHC is a well-established arts organization with a supportive and passionate team. In return for your expertise, we offer:

• A dynamic and engaging work environment in the arts and culture sector.
• Opportunities to work with a strong team of staff and volunteers who are committed to community engagement.
• fully covered comprehensive medical and dental benefits plan after 3 months
• A competitive salary commensurate with experience.
• A chance to play a key role in a thriving nonprofit organization, making a meaningful impact in Golden’s cultural landscape.