Business Administrative Assistant/Back-up Dispatcher

Job Purpose

Lunenburg County Wheels, provides pre-booked door to door transportation services for all of Lunenburg County West; providing service to individuals experiencing a barrier to transportation. Our goal is to provide a safe, efficient, reliable and quality transportation service meeting the needs of the citizens of Western Lunenburg County.​ We are looking for a detail oriented, highly organized individual with exceptional communication skills to join our team as a full-time Business Administrative Assistant/Dispatcher.

This position is a full-time salaried position and would appeal mostly to a self-starter with keen attention to detail who is able to work independently and part of a team.

Is friendly, community-minded person that thrives in a position that requires you to multi-task with minimum supervision.

Expected hours: Min 35hrs per week

Benefits:

• Business casual dress
• On-site parking
• Medical
• 5 sick days
• Paid Holidays per HR policy
• Paid Vacation per HR policy

Work Location: In person

Job Functions

As the Business Administrative Assistant you will also be entrusted to perform daily tasks listed below but not limited to:

· Accounts Payable

• Receive, verify and code Invoices
• Prepare cheques and track checks for signing or electronic payments
• Maintain vendor Files
• Ensure expenses comply with budget and funding rules

· Accounts Receivable

• Record receipts and deposits
• Issue invoices for grants, contracts or program fees
• Track outstanding amounts and follow up when needed

· Payroll Support

• Compile time sheets from Driver logs
• Enter payroll data in payroll system
• Prepare payroll reports for management.

· Banking and Cash Management

• Prepare and record bank deposits
• Reconcile cash and petty cash
• Assist with monthly bank reconciliations

· Financial Records and Reporting

• Enter transactions into account software
• Assist in month-end and year end closing procedures
• Maintain organized financial files for audit
• Support preparation of financial statements and grant reports

· Administrative SUPPORT

• Maintain vendor, employee and funding documentation.
• Assist with budgets, board reports and financial reports.
• Answer routine financial questions from staff or volunteers

· Providing back-up for the dispatcher when on vacation and away from the office.

• Communicate effectively with the drivers, passengers, partners, and the public as required.
• Coordinate the schedules of drivers and transportation bookings, and ensure drivers and clients are advised of any changes in schedules.
• Receive calls and messages for transportation requests and adjust schedules based on the availability of drivers and /or vehicles.
• Provide information regarding LCWs services to potential clients that call or email for information.
• Maintain workplace documents and statistics for reporting and analysis purposes, including but not limited to rejected rides, cancelled rides and.
• Use standard workplace computer software for office administration duties and provincial dispatch software.
• Maintain files as required.
• Works closely with the Executive Director and/or Finance committee.
• May be required to assist during audits or year-end periods.
• Maintain client/employee confidentiality

Note: This in not an exhaustive list and other duties may be added as the organization evolves.

Will also be trained as a driver to fill in on an occasional basis or ferry vehicles to maintenance appointments. The following would be required:

· Class 4 with condition 16 license

· Clean criminal records check and vulnerability sector registry check,

· Emergency First Aid

· Clean Drivers Abstract

Program Development

To Liaison with Link NS, the department of Public Works, Rural Transportation Association, and the Nova Scotia Community Transportation network on implementing an efficient and effective dispatch system for LCW.

Organizational Credibility

The Business Administrative Assistant/Dispatcher will maintain a clear understanding of all programs, services, policies, and procedures of the Lunenburg County Wheels.

Will maintain LCW current policies, procedures and documentation.

Qualifications

· Diploma in Accounting or certificate in Business Administration or equivalent experience.

· Experience in non-profit accounting (would be an asset)

· Strong attention to detail with demonstrated organizational abilities.

· Excellent communication and interpersonal skills; reputation for providing excellent customer service.

· Present in a friendly, knowledgeable, and professional manner.

· Proficient in computer use, specifically Microsoft Office Suite and professional accounting software like Sage or QuickBooks.

· Keen understanding of social media platforms.

· Knowledge of local area and able to learn community transportation systems.

· Handle small amounts of cash and a cash out procedure at the end of the week.

· Preference will be given to qualified applicants that qualify for the START program. For more information please visit:

Requirements:

· Must complete Vulnerable Sector Check

· Be capable of obtaining a class 4 condition 16 license

· Provide drivers abstract

· Complete workplace First Aid training

Job Types: Full-time, Permanent

Pay: $38,220.00-$45,500.00 per year

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off

Education:

• Secondary School (preferred)

Language:

• English (required)

Licence/Certification:

• Class 5 Licence (required)

Location:

• Bridgewater, NS B4V 4G8 (preferred)

Work Location: In person