Position Title: Office Manager
Organization: Edmonton Central Office Society
Reports to: Central Office Board (COB)
Location: Central Office, Edmonton, Alberta.

This is an in-office position; it is not remote or hybrid.

Schedule: Monday to Friday, full time - 37.5 Hours per week.

Position Summary
The Office Manager runs the day-to-day operations of Edmonton and Area Alcoholics Anonymous (AA)
Central Office on behalf of the Central Office Board (referred to as COB or the Board). The role combines
office administration, bookkeeping and payroll, volunteer training and supervision, literature and
merchandise inventory, and monthly reporting to the Board. The Office Manager is the point of
continuity in the office and volunteers are an extension of this role.
Central Office operates in the spirit of the AA Twelve Traditions. The Office Manager serves the
fellowship and the Board; the Board governs and supports the position.

Key Responsibilities
The following is a general outline and not a complete list of every task. Other job-related or one-time tasks may be assigned by the Board as the position grows and changes; these will be discussed with the Office Manager before implementation. Support will be provided in cases where tasks are beyond the office manager's capabilities.

1. Office Management and Daily Operations

- Open and run the office each day; ensure posted office hours are kept.
- Manage the office phones answering service in partnership with volunteers.
- Handle email and general correspondence for Central Office.
- Prepare the daily cash float and assist the front-desk volunteer with balancing at the end of the day.
- Keep office equipment operational and maintained (photocopiers, computers, phones) and supplies stocked.
- Delegate day-to-day tasks to volunteers (cutting meeting lists, assembling newcomer packages,

pricing, and stamping incoming literature, packing phone and mail orders).

- Review vendor contracts and service agreements (e.g. telephone/internet, suppliers) and seek the

best available rates. The Office Manager recommends vendors, service levels and presents
contracts to the Board for approval and signature.

- Compile and submit the annual City of Edmonton property tax exemption application for non profits, including the required landlord letter and supporting documents.

-Organize the annual volunteer appreciation event and the holiday open house (usually held the
same day as the AGM).

- If required, conduct an employment search for an additional office position under the supervision

of the Central Office Board.

2. Volunteer Management

- Train, coach, schedule and supervise all office volunteers. Maintain the volunteer manual and

other office procedure documents as living documents.

- Recruiting volunteers is a shared responsibility of the Board and Intergroup; the Office Manager

identifies needs and reports them to the Board and Intergroup so they can be filled.

- Telephone volunteer room (typically two volunteers) – train and oversee volunteers to:

– answer phones and look up meeting information for callers; take Twelve-Step calls and




Bridging the Gap calls and keep the Bridging the Gap binders current.
– take medallion orders and assemble phone-in and mail orders (weigh and measure for
postage).
– receive and price incoming literature orders, stamp pamphlets, cut meeting lists and
assemble newcomer packages.
– stock the front shelves and host the noon meeting at the office.

- Front desk (typically one volunteer) – train and oversee the volunteer to:

– prepare invoices for walk-in literature, medallion and card sales and process prepaid group
orders.
– contact the next day's Twelve-Step phone volunteers as a reminder.
– send medallion orders to the vendor.
– answer overflow calls when the telephone room is busy.
– balance the daily float at the end of the day.
– Balance Point of Sale (POS) and literature prepaid accounts.

3. Bookkeeping and Payroll (Sage accounting software)

- Maintain all accounting entries on a daily, weekly, monthly, and yearly basis.
- Make bank deposits at least once per week and reconcile deposits against the daily front-desk

reports.

- Pay monthly expenses by cheque or direct withdrawal. Invoices or appropriate documentation

must be on file before any cheque is signed.

- Process payroll and collect and remit all Canada Revenue Agency source deductions.
- Provide the accountant with the information needed to reconcile GST accounts and, if required,

remit GST payments to Canada Revenue Agency (CRA).

- Provide the Board Treasurer with accurate month-end financials from the accounting system,

including budget comparisons, income statements, balance sheets, group donations and splits, and
bank reconciliations.

- Prepare year-end accounting and collaborate with the Treasurer and accountant to complete year end financial statements, T4s and source-deduction reconciliations. Ensure year-end accounting is

presented to the Board and Intergroup.

4. Literature, Merchandise, Inventory and Sales

- Oversee all literature and merchandise purchasing to maintain proper inventory levels (books,

pamphlets, medallions, cards, and other merchandise).

- Oversee pricing, stocking and sales of inventory and fulfilment of group, phone, and mail orders.
- Process group contributions and splits (GSO, Area, Central Office) and file the related receipts.
- Compile annual sales statistics (e.g. Big Books, chips) for the Board's AGM reporting.
- Organize and complete semi-annual inventory of all stock.

5. Reporting and Society Administration

- Prepare a written report for the Board at least monthly covering the status of Central Office

finances, operations, volunteers, and personnel. The Board forwards this report to Intergroup.





- Attend Board or Intergroup meetings when requested by the Board (this is paid time).
- Provide the Board Secretary with the information needed for the annual Alberta Societies return

and for maintaining charitable status with CRA. Filing is the responsibility of the Board.

- Between Board meetings, direct any requests for information, clarification, or direction by email to

the whole Board for review.

- Support intergroup by providing photocopying for the meetings and manages intergroup meeting

attendance documents to the intergroup secretary and distributes the minutes once they are
available.

6. Records and Continuous Improvement

- Maintain paper and electronic records, including group files (registration forms, member lists for

the ECO News editor, contribution receipts), accounts payable, and Board and Intergroup minutes.

- Make ongoing efforts to digitize records and workflows and to improve office efficiency using the

tools available (Microsoft 365, OneDrive, SharePoint), so that information is easy to find and the
office can continue to operate smoothly through staff or volunteer changes.

Qualifications Required

- A valuable understanding of the Alcoholics Anonymous program with a minimum of 5 years of continuous sobriety.
- Strong leadership and communication skills; able to give direction to volunteers in a thoughtful,

non-authoritarian manner.

- Strong working knowledge of computers, Microsoft Office / Microsoft 365, and general accounting

software.

- Able to keep up with daily, weekly, and monthly accounting entries and perform all payroll-related

tasks.

- Able to work in conjunction with the Treasurer and accountant(s) to provide year-end financial

documentation.

- Organized, dependable and able to work independently in a small office while supporting a

changing roster of volunteers.

Assets

- Experience with Sage accounting software.
- Experience supervising or coordinating volunteers.
- Experience improving office processes or moving paper records to digital systems.

Working Conditions

- In-office position, Monday to Friday. Remote or hybrid work is not available.
- No overtime is paid or banked. Any work outside regular hours must be approved by the Board in advance.
- Medical benefits begin after 3 months.
- Probationary period is set by the Board and discussed during the interview.

Supervision and Performance Review

- This position is supervised by the Central Office Board, which is responsible for ensuring the terms

of this job description are met.

- The Board provides timely coaching and feedback and an annual written performance review

conducted by at least two Board members.

- The Board conducts a 360 review once a year, gathering input from volunteers, Board members,

operating committee chairs, and other members as required.

Please email resume in pdf format by Sat, Nov 14 to:

Central Office Board Chair

[email protected]
Edmonton Central Office Society

No phone calls or in-person applications please.

Pay: $28.00-$30.00 per hour

Expected hours: 37.5 per week

Benefits:

- Dental care
- Paid time off
- Vision care

Work Location: In person

📌 Office Manager (Queen Mary Park)
🏢 Edmonton Central Office Society
📍 Queen Mary Park