Nanaimo Ladysmith Public Schools (NLPS) is seeking a skilled and detail-orientedFinance Assistant to support and join its Finance Team, in a continuing and full-time capacity Under the general direction of the Assistant Secretary-Treasurer, or delegate, the Finance Assistant supports various functions within the Finance Department, with responsibilities distributed across different areas. While this role may include some or all of the duties outlined in the job description, specific tasks will be assigned based on departmental needs and priorities. Position may require qualifications, duties, and abilities in those listed under General and those listed under the Purchasing Duties as assigned.

Join Our Team

NLPS resides within the traditional territories of the Snuneymuxw, Snaw-naw-as and Stz'uminus First Nations and is a proud community partner with the Tillicum Lelum Aboriginal Friendship Centre and the Mid Island Metis Nation.

Employing more than 2,200 professionals all committed to the education of more than 15,000 students, all NLPS staff are integral to the excellent education system and the positive workplaces within the district; supporting the Strategic Plan Goals of Student Success, Student and Employee Wellness, and Truth and Reconciliation.

Learn more about who we are and what we offer on our website at www.sd68.bc.ca .

About the Role

Primary Duties and Responsibilities

- Liaises with district staff to obtain and process all payment requests including invoices, cheque requisitions, mileage claims, and expense reimbursements ensuring all requests are in compliance with Board policy and procedures.
- Manages the Purchasing Card Program (p-card), including liaising with the bank, issuing and cancelling cards, distributing statements,



and downloading, reviewing, balancing, and interfacing transactions into the accounts payable system.
- Provides assistance and training, along with technical support, to all users of the district’s financial systems.
- Prepares monthly billing to external stakeholders including Provincial Ministries, licensees, Unions, and other outside entities and ensures billings are aligned with license and Collective Agreement language.
- Prepares departmental journal entries for a variety of purposes, as well as reviews and approves journal entries submitted by staff from schools, facilities, childcare, and other district programs and departments to ensure they align with Ministry guidelines surrounding funding and grant usage and parameters.
- Prepares and posts bank deposits. Reviews school deposits and banking transactions and reconciles one or more bank accounts monthly.
- Prepares monthly receivable and payable reconciliations to ensure the control accounts are balanced and agree to the aged trial balance listings.
- Manages all requests for donation receipts including assisting school/departments with collecting the appropriate information. Prepares and sends out official donation receipts for income tax purposes as required.
- Carries out internal audits as directed including p-card audits, department and school budgets, and staff assignments.




- Prepare and maintain financial tracking spreadsheets for budget to actual, and historical year over year variance analysis.
- Assist with the monitoring of schools/departments budgets and identifies any areas of concern.
- Assists in the preparation of various financial reports; in particular, annual and quarterly financial reports and financial statements, Goods & Services Tax, Provincial Sales Tax and the annual Statement of Financial Information.
- Assists the Central Receiving Shipping Clerk to ensure productive delivery of purchased goods and materials to the school and district sites and provides coverage for the position when required.
- Manages the district’s cell phone fleet including providing authorized users with devices, preparation of the monthly upload, and review of the monthly invoice.
- Assists with reporting incidents to Schools Protection Program, preparing and submitting insurance claims, and recording deductibles as required. Ensures all matters are dealt with a high degree of diplomacy and confidentiality.
- Will on occasion be required to perform other duties as assigned.

PURCHASING DUTIES

- Liaises with outside agencies, suppliers and district staff to obtain, review, and analyze data on goods/materials/services ensuring procurement is in compliance with Board Policy and procedures.
- Working with district departments and schools, coordinates, plans, and prepares tenders, request for proposals and request for qualification documents.
- Manages the procurement process including advertising opportunities on BC Bid, finding prospective suppliers and facilitation of consensus meetings to evaluate responses to sup

📌 Finance Assistant (Nanaimo)
🏢 Nanaimo Ladysmith Public Schools
📍 Nanaimo