August 2005

Horizons of Friendship – Job Posting
Cobourg, Ontario

Job Title: Administrative Assistant
Terms: Full-time staff position, two-year contract, renewable upon successful completion
Start Date: September 2005
Salary Range: $ 28,000 to 33,000 (plus health benefits and RRSP)

Application deadline: Friday August 19, 2005

Horizons of Friendship is a Canadian non-profit, international development agency committed to eliminating the root causes of poverty and injustice through the cooperation of people from the South and the North. Horizons supports Central American and Mexican partners organizations that undertake local initiatives with similar goals. In Canada, we raise awareness on global issues and work with Canadian organizations at the local and national level to bring about positive and lasting change.

Job Summary

Reporting to the Executive Director the Administrative Assistant provides secretarial and administrative support functions for the organization. In addition, under the direction of the Donor Development Officer, the Administrative Assistant ensures that all donations received by the donor department are correctly processed and entered into the database.

Data Entry/Donation Processing
(Under the direction of the Donor Development Officer)

- Enter and process all donations including credit cards, cheques, cash and pre-authorized payments into the fundraising system;
- Process monthly pre-authorized payments via the bank electronic funds transfer system;
- Prepare bank deposits;
- Reconcile fundraising system with bookkeeping system on a monthly & annual basis;
- Prepare and process income tax receipts and acknowledgments letters & ensure timely mailing;
- Maintain accurate income tax receipt & donation processing records files;
- Maintain donor database records to reflect address & other changes;
- Track ticket sales and attendees for events.

Secretarial and Administrative Support Functions
(Under the direction of the Executive Director)

Board meetings (Four times a year)
- Act as a resource to the Board of Directors: prepare agendas; take and transcribe board minutes, prepare mail-out packages for board meetings; prepare attendance updates; organize logistics for board meetings.

Computer Network
- Administer spam email filter (Postini) & virus software (Norton) for all staff;
- Back up the server on a daily basis, maintain secure off-site storage;
- Call computer/network service provider for assistance when needed;
- Oversee contract services with computer/network service provider;
- Update web site, including intranet.

Internal meetings
- Attend monthly administration meeting (rotate as scribe);
- Attend monthly staff meeting (rotate as scribe and chair);
- Participate in annual strategic planning sessions.

Other tasks
- Word process annual government reports and submissions;
Produce correspondence, reports and letters, flyers and proofread as required;
- Daily pick up and delivery of mail to the post office; internal distribution of mail;
- Ensure self, volunteers or replacements provide efficient reception services;
- Maintain up-to-date contact database in Outlook;
- Process images, scanning and printing;
- Maintain central and donor filing systems;
- Ensure office supplies and stationery are in stock and order as needed;
- Maintain petty cash, reconcile quarterly and submit report;
- Provide travel arrangements for staff and delegations;
- Provide secretarial support to the events coordinator;
- Act as a backup for the closing and opening of the Shops;
- Maintain, troubleshoot or arrange for maintenance of office equipment such as fax machine, photocopier, printers, mailing machine, telephones, and computers;
- Call for service for general repairs/maintenance of the building, as needed;
- Arrange catering for meetings, as needed;
- Prepare coffee as needed, ensure that kitchen is clean and tidy;
- Other tasks of similar nature that arise during ongoing operations.

Position Qualifications

- Certificate in office administration (or sufficient proven work experience);
- Secretarial and administrative skills;
- Minimum three-years experience in an office administrative position;
- Competent bookkeeping skills;
- Experienced in data entry;
- Accurate and detail oriented;
-Database and fundraising software (GT Pro) knowledge;
- Advanced computer skills in a network environment and with Windows, Word, Excel, Windows XP and various Internet tools;
- Excellent keyboard skills – at least 60 w.p.m;
- Superior English skills, both written and oral;
- Superior interpersonal and communication skills;
- Proven ability to organize, work independently and accurately, to set priorities and establish deadlines, and to handle effectively multiple requests and demands on time;
- Excellent time management skills and the ability to multitask;
- Excellent organizational and office administration skills,
- High level of initiative;
- Attitude and behaviour which shows respect for different cultures;
- Spanish or French is a strong asset

Cobourg is located approximately one hour east of Toronto, on the shore of Lake Ontario. A family community with a population of 16,500, it offers a beautiful, sandy beach, affordable housing, quality educational opportunities and a host of recreational and cultural amenities.

Application Procedure

- Candidates must be permanent resident or Canadian citizens (eligible to work in Canada).
- Qualified and interested candidates should apply by sending a cover letter and resume by mail, fax or email to:

Horizons of Friendship
Executive Director
50 Covert Street, Box 402
Cobourg, Ontario K9A 4L1
fax: (905) 372-7095
e-mail: admin@horizons.ca

For more information about Horizons, please visit our Website at www.horizons.ca

Only those candidates selected for an interview will be notified.