Bookkeeper and Donation Assistant

The Bookkeeper and Donation Assistant will work one day per week, on Fridays, and will be responsible for day-to-day bookkeeping tasks such as posting financial transactions, managing payables and receivables, processing payroll, account reconciliations, and preparing routine financial reports. The Assistant will also support the organization’s fund development strategy by processing and acknowledging donations.

About the organization

The Food Sharing Project (FSP) is a registered Canadian charity that has been operating for 40 years. FSP provides nutritious food to all 88 schools across KFL&A; to support their in-school breakfast, lunch and hearty snack programs. An average of 10 tonnes of food, valued at over $29,000, is packed and delivered each week, throughout the school year. In addition, FSP delivers packaged lunches to participating schools that are prepared in three off-site production kitchens.

Tasks & Responsibilities

BOOKKEEPING

- Check in each week with Executive Director to review financial activities and receive coded invoices
- Use Sage 50 Accounting software to process accounts payable, accounts receivable, and general journal entries
- Conduct bank and credit card reconciliations
- Process payroll bi-weekly for 12 staff, according to provided payroll guidelines
- Track vouchers and in-kind donations and record accurately
- Generate standard and customized reports as directed, including reports for special projects
- Conduct month-end bookkeeping entries and tasks




- Prepare HST semi-annual rebate applications
- Calculate and submit monthly payroll source deductions and quarterly WSIB remittances, and other compliance submissions as required
- Prepare bank deposits as per prescribed guidelines
- Maintain organized digital client files

DONATION PROCESSING

- Reconcile and post online donations (CanadaHelps, EFT, E-transfers, etc.) in accounting software
- Prepare and send thank you letters to online donors; Prepare thank you letters for Executive Director in accordance with prescribed criteria and templates
- Prepare donation reports as required by the E.D. or Board of Directors
- Assist with other fundraising activities and grant proposals, as directed and within the scope of the position

OTHER

- Provide reception services, such as greeting visitors, answering phones, and some filing; Direct inquiries to other staff member as appropriate.
- Other tasks as directed within the scope of the position

Terms

- Regular schedule in office on Fridays. Occasionally additional hours may be required in office or off-site, such as at month-end or a busy time of the year
- The employee will record hours worked on a timesheet, approved by the Executive Director, and will be paid bi-weekly
- A work laptop and accounting software will be provided
- Rate of pay will be $25 per hour, plus 4% vacation pay, paid bi-weekly
- Position is year-round, with reduced hours in the summer (July and August, every other week)

📌 Bookkeeper and Donation Assistant (Kingston)
🏢 The Food Sharing Project
📍 Kingston