The Central Okanagan Food Bank (COFB) is a non-profit, charitable organization committed to Nourishing Community and Feed Hope by providing healthy, nutritious food to those who need it most. We rely on the generosity of the community to support the work we do through the donation of food, funds and time. These donations come from individuals, families, organizations, community groups as well as various fundraising/food-raising efforts.

Job Title: Administrative Assistant / Accounting Clerk

Reports To: Finance Manager

Position Type: Full-Time Permanent

Central Okanagan Food Bank is looking for an Administrative Assistant / Accounting Clerk to provide administrative and accounting support.

Responsibilities include core office functions, guest and donor services, donation processing, bank deposits, accounts payable, and basic financial reconciliation. This role requires strong attention to detail, discretion, organizational skills, and the ability to manage multiple priorities in a fast-paced nonprofit environment. We are a dynamic and evolving team that encourages others to believe in our purpose and mandate and inspires collaboration to make our community a brighter, more resilient place to live and work.

The Administrative Assistant / Accounting Clerk will be responsible for the following:

Executive & Administrative Support

- Provide administrative support to the Executive team, including calendar management, meeting coordination, correspondence, and document preparation
- Support internal communication and coordination across departments
- Support general office operations and administrative processes, including data entry, scanning, photocopying, and incoming and outgoing mail
- Order and maintain office supplies and equipment, obtain and compare vendor quotes to ensure cost-effective purchasing and best value for money, and liaise with vendors and service providers as needed

Donation Processing & Financial Administration

- Process donations accurately and in a timely manner using the organization’s donor management system (Keela)
- Prepare donation batches and batch reports for deposit and accounting purposes
- Issue donation receipts,



donor acknowledgements, and tax receipts in compliance with CRA requirements
- Follow cash-handling and internal control procedures for the secure receipt, logging, and storage of funds received
- Support basic reconciliation tasks and assist with month-end as required
- Generate routine reports related to donations, revenue tracking, and administrative metrics

Accounts Payable & Accounting Support

- Receive, organize, and code vendor invoices
- Check invoices and obtain required approvals before payment
- Enter payables into QuickBooks and prepare cheques for signature by authorized signing officers
- Maintain vendor files, respond to vendor inquiries, and resolve billing discrepancies
- Reconcile vendor statements and assist with bank and credit card reconciliations, which are reviewed and approved by the Finance Manager
- File and retain financial records in accordance with audit and CRA requirements

HR & Recruitment Support

- Prepare and post approved job advertisements, and maintain current postings on recruitment platforms
- Review applications against established job requirements, conduct initial screening, and prepare shortlists for the hiring manager’s review
- Coordinate interviews and communicate with applicants regarding scheduling and recruitment updates
- Maintain organized, confidential recruitment records and track applications throughout the hiring process

Guest & Donor Services

- Serve as a first point of contact for guests, donors, volunteers, and visitors at reception, by phone, and by email; respond to routine donor inquiries with timely, warm, professional, and confidential service
- Assist guests accessing food bank services by answering questions and connecting them with the appropriate program or staff member,



while maintaining confidentiality and dignity
- Receive in-person food and monetary donations and ensure they are accurately recorded
- Maintain accurate donor records, update contact information and preferences, and assist with donor reports and stewardship tracking to support relationship-building efforts
- Support donor stewardship through thank-you communications, mailings, and recognition lists, and coordinate donor correspondence on behalf of the CEO/Director of Development as required

You bring an organized, detail-oriented approach to administrative and accounting tasks and are comfortable using computers and working with numbers. You take initiative by anticipating routine needs, following through on tasks, and flagging issues when guidance or approval is needed. You enjoy helping guests, donors, and colleagues, keeping day-to-day operations running smoothly, and learning new systems.

Qualifications

- Minimum 2 years of administrative and/or accounting clerk experience
- Experience with donor stewardship, donation processing, or financial administration is an asset
- Working knowledge of accounts payable, bank deposits, and basic bookkeeping principles; post-secondary coursework in accounting or bookkeeping is an asset
- Working knowledge of QuickBooks is a strong asset
- Experience with cash handling, purchasing, and front-desk or customer service is an asset
- Strong organizational skills and exceptional attention to detail
- Proficiency with office software and donor management systems (e.g., MS Office, Google Workspace, Keela)
- High level of professionalism, discretion, and confidentiality
- Strong written and verbal communication skills

Compensation - $24–$26 per hour Benefits: Health and dental coverage after 3 months.

Hours: Monday to Friday, 8:00 a.m. – 4:00 p.m.

In person

Pay: $24.00-$26.00 per hour

Expected hours: 40.0 per week

Perks

- Dental care
- Extended health care
- Life insurance

Application question(s):
- This role is based on-site in Kelowna. Are you able to work from this location?

Work Location: In person

📌 Administrative Assistant/Accounting Clerk (Kelowna)
🏢 Central Okanagan Community Food Bank
📍 Kelowna