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Church or Ministry Scarborough Chinese Baptist Church
Location 3223 Kennedy Road, Scarborough, Ontario M1V 4Y1
Date Posted August 5, 2014
Language English
Job Type Short-Term Positions
Permanent Position Yes


We are seeking an Administration Officer for a 13-months contract in the Church’s Administration Office. The position, under the direct supervision of the Administration Manager, performs key financial services and fulfills other administrative/ministry deliverables.

Overview of Church and Community

Scarborough Chinese Baptist Church (SCBC) is an evangelical church with three congregations: Cantonese, English, and Mandarin, with a combined weekly attendance of approximately 2,300.

Role and Responsibilities

Key responsibilities:
1. General Office Functions
a. 40-hour work week, take turn to fulfill Saturday duties
b. Respond to telephone calls from congregants and members of the general public regarding church activities and direct calls to the appropriate church workers/pastors on duty when needed
c. Monitor and control access to the church properties during church office hours
d. Administers telephone voice mail systems including amendment of greetings, add/delete phone users and change emergency phone messages
e. Coordinate the issuance of Certificate of Insurance to Ministry activities
f. Supervise office volunteers
2. Accounting Functions
a. Ensure total cash count of donation received corresponds with donation record input and bank deposit documentation prepared by the finance team
b. Weekly reconciliation and top-up of petty cash
c. Ensure timely and accurate processing of cheque/cash payments in compliance with relevant expense policies
d. Prepare and distribute semi-annual expense charge back invoice to department/Ministry groups
e. Ensure timely and accurate charges to SCBC’s Education Assistance, Travel as well as Supplemental Health Care Spending Accounts
f. Perform accurate and timely recording of accounting transactions to the church’s general ledger software according to existing practice and at the direction of the Treasurer/Accountant
g. Perform monthly bank reconciliation and investigate/resolve discrepancies
h. Prepare monthly cash receipt and disbursement statement
3. Banking Function
a. Monitor all banking transactions of the church’s bank accounts
b. Administers the Pre-Authorized Deposit process ensuring accurate and timely preparation of payment files for the Manager’s authorization and submission to the bank
c. Prepare and dispatch Letter of Direction to the bank according to direction from Administration Manager and/or Treasure
4. Semi-annual and Annual Activities
a. Prepare submission of semi-annual HST claim
b. Assist the compilation of the draft annual church budget for review and adaptation by the congregants
c. Contributing to the timely publication of the Church’s Annual Report by providing budget and actual financial performance information as well as various historical trend graph and charts
d. Preparation of trial balance, various schedules and account analysis to assist the timely completion of annual financial statement audit
e. Preparation of Annual Information Return to the Canadian Revenue Agency and Canadian Baptists of Ontario and Quebec; annual reporting to WSIB and EHT
f. License renewals, prepare submission to Canada Summer Job program
5. Ministry Support
a. Preparation of PowerPoint Presentation material for Sunday services
b. Production and make ready for distribution of Sunday Worship bulletins including typesetting, printing, folding and inserting supplementary materials; Sunday School and fellowship bulletins
c. Provide receipt and disbursement schedules to ministries upon request
6. Perform additional duties as directed by the Administration Manager.

Qualifications and Education Requirements

Minimum Qualification and Experience:
 Post-secondary education in business, accounting or working towards the CPA designation or acceptable equivalent combination of education and experience
- Minimum 3 years related financial and administrative experience. Experience in processing accounts payable, accounts receivable, expense reimbursement, HST rebate and bank reconciliations.
- Working knowledge of Quickbooks and Excel

Preferred Skills

- Must be a team player
- Strong accounting, administrative and organizational skills
- Excellent communication skills
- Demonstrated problem solver with care for details
- Ability to work with minimal supervision
- Flexible and able to deliver quality results under time pressure
- Proficient in using personal computer tools
- Excellent understanding and ability to compose using both English and Chinese language
- Ability to communicate in elegant and courteous spoken Cantonese, English and Mandarin
- Ability to type in Chinese would be a definite asset


Interested candidates please submit a covering letter and resume to with subject line “Contract Administration Officer” no later than August 29, 2014 at 5:00pm EST.
We thank all interested applicants. However, only those selected for an interview will be contacted. No phone calls please.

If you have general questions about postings, please contact Sheila Dyck. If you have a technical problem with the ministry openings page, please contact Jacqueline Solomon.

Please note that as an anti-spam measure, all email addresses in this section are scrambled, and must be manually copied (no cut-and-paste).