Assistant, Finance and Administration (EMS)

CMHA – CVB Head Office

Permanent Part Time

POSITION SUMMARY

CMHA is looking for an Assistant, Finance & Administration (EMS). Reporting to the Manager, Finance &

Administration (FM), and under the direction of the FM and Associate Executive Director (AED), the Assistant,

Finance & Administration carries out a variety of duties related to daily operational and administrative

procedures, financial management, data collection/processing/reporting, and other requirements of programs

and services operating within CMHA-CVB.

QUALIFICATIONS

Qualifications include grade 12 graduation, administrative and financial or accounting background, 1 years’

experience with Accounting and Employee Management Software (EMS).

POSITION DETAILS

This is a permanent part time Union Position. The hours of work are 22 hours per week averaging 5.5 hours per

day. The hours are flexible as longer days are expected on Payroll days. The rate of pay is $29.75 per hour (Pay

Grid 20). Successful candidate will start as soon as possible.

APPLICATION DETAILS

Please submit a resume clearly outlining your education, experience, and qualifications as they relate to this

position via email to ***email_hidden***.

Applications will be accepted until June 23, 2026.

Please note that proof of a successful clearance of a Criminal Record Check for vulnerable sector is a condition

of employment with CMHA Cowichan Valley Branch.

CMHA-CVB adheres to the values of diversity, cultural safety, and respect for all, as identified in its Anti-Racism

Statement, please visit our website at cmhacowichanvalley.com.

We thank all applicants in advance for their interest; however, only those selected for further consideration will be

contacted.

Position Title: Assistant, Finance and Administration (EMS)

Program Title : CMHA-CVB Finance

Date: March 2024

Grid: 20

ORGANIZATION OVERVIEW

Providing services in the Cowichan Valley since 1992, Canadian Mental Health Association - Cowichan Valley

Branch (CMHA-CVB) is a registered charity and not-for-profit, independent society operating under a branch

division agreement with CMHA British Columbia and within the context of the nation-wide Strategic Plan of

the Canadian Mental Health Association.

As part of a national organization and an advocate of mental health for all, CMHA-CVB facilitates access to

resources people need to maintain and improve mental health and wellbeing, and to participate in

community integration, build resilience, and support recovery from mental illness and/or substance use and

addiction.

CMHA-CVB operates Warmland House Emergency Shelter, Transitional Housing Services, Sobering and

Assessment Centre, Adult Outreach programs, a Youth Centre, Youth Connect, Bounce Back personal

coaching, Family Capacity Program, Rainbows and a variety of other counselling/therapeutic programs for

children, youth, and families.

CMHA-CVB also provides community education and advocacy aimed at the promotion of good mental

health and in support of individuals and families with mental health challenges.

CMHA-CVB adheres to the values of diversity, cultural safety, and respect for all, as identified in its Anti-

Racism Statement.

POSITION SUMMARY

Reporting to the Manager, Finance & Administration (FM), and under the direction of the FM and Associate

Executive Director (AED), the Assistant, Finance & Administration carries out a variety of duties related to

daily operational and administrative procedures, financial management, data collection/processing

/reporting, and other requirements of programs and services operating within CMHA-CVB.

These programs and services include (but are not restricted to) those operating from the CMHA-CVB Head

Office, Warmland House, counselling offices, and other locations.

RESPONSIBILITIES

• Verify information related to scheduling, including checking employee timesheet in the Employee

Management Software (EMS), and ensuring the employees are assigned correct shifts, adjusting shifts

(if required), creating and deleting shifts/rotations as required. Check coding, verify clock in/outs,

absences such as vacation and all types of leave in EMS

• Benefits administration

• Backup for Accounts Payable and Receivable

• Prepare, post, and deliver bank deposits. Ensure accurate handling of cash/cheques, ensuring the

deposit balances to the ledger and revenue is posted to correct accounts and departments

• As per all funding contracts, be able to update and maintain required administrative databases tracking

clients and activities of Warmland House and other programs

• As requested/required, support and assist CMHA-CVB Manager of Finance and Administration with the

creation, input and maintenance of the organization’s other data bases, spreadsheets and various

reports

• Post donations, and prepare tax receipts

• Provide administrative support to both the FM and AED, including work on special projects such as

Accreditation, Staff Manuals, reports, and other assignments relating to the operation/administration

of the organization

• When necessary, manage incoming phone calls and act as point of contact for admin office (visitors,

deliveries, recycling, service contractors, etc.)

• Order office supplies and business cards

• Assist Operations Manager with equipment inventory (phones, laptops, etc.)

• Update voicemail recording as necessary

• Perform other duties as required and assigned

KNOWLEDGE, SKILLS and ABILITIES:

• Strong competency in Employee Management Software

• Willingness to master the unique data reporting requirements of the CMHA-CVB funders and

community partners

• Familiarity with Microsoft Office Windows

• Knowledge of cultural competency and anti-racist practices

• Excellent organizational skills

• Accuracy, with strong attention to detail

• Good interpersonal and communication skills; effective personal boundary setting skills

• Ability to be an effective team player who is respectful, non-judgmental, and non-intrusive

• Ability to create and manage spreadsheets using Microsoft Excel

• Ability to multi-task, prioritize and problem solve

• Ability to maintain strict confidentiality

• Ability to work independently

• Ability to analyze situations quickly and apply sound judgements

• Ability to work and build rapport with others

• Willingness to take on and continually learn new tasks as required

QUALIFICATIONS

• Grade 12 graduation

• Experience in an administrative role and basic understanding of finance and benefit administration will

be an asset

• Minimum 1-year experience in Employee Management Software

• Minimum 1-year in Accounting Software

• Successful clearance of a Criminal Record Check for vulnerable sector