Position Overview:
SSEA is seeking applications for one (1) Office Manager to facilitate the success of Team SSEA. The Office Manager will support SSEA in the continued delivery of projects and initiatives as identified in the Joint Municipal Service Board agreement, and the 2018 to 2023 Strategic Plan. This position, based in Port McNicoll Ontario, offers a 35-hour work week, with some evenings and weekends required. This position is being offered as a 2-year contract with the opportunity for full time permanent.
Status: Full Time/Contract. 35-hours per week (Office hours are 8:30 to 4:30)
Wage: $24.00 to $30.00 per hour based on skills and experience
Location: This position will be based out of the SSEA office in Port McNicoll Ontario; however, the Office Manager may be required to work from a home office location dependent on Covid-19 pandemic, local and Provincial Health authority direction and restrictions.

Main Responsibilities:
Administration – Office, Board and HR
Coordinate day-to-day operations, working with the Executive Director, helping to provide direction and supervision of SSEA staff, contractors and service providers ensuring the efficient running and organization of the office
Welcome visitors to the building, ensure sign in protocols are adhered to and inform staff of visitors
Facilitate the administration of contracts, agreements & MOUs. Includes tracking, filing, signing and records management procedures
Work to AODA compliance – Format, edit, and convert documents, reports, presentations, and articles to ensure compliance with Accessibility for Ontarians with Disabilities Act regulations
General correspondence which include; reports, agendas, minutes, letters and memos
Provide support to the scheduling, planning and delivery of workshops, consultation sessions and other events
Plan and coordinate internal and external meetings; develop agendas and produce concise meeting minutes when necessary. Provide event and meeting materials in a timely manner.
Maintain filing systems (print and electronic) and archival references with SSEA staff
Handle general inquiries as it relates to SSEA, direct to appropriate staff and follow up
Send/receive deliveries, couriers, filing, copying, and ordering supplies
Oversee organizations insurance policies
F acilitate SSEA Board, executive and sub committee meetings including:
Scheduling and attending meetings, preparing agenda packages and minutes and booking onsite/online meeting
Use experience with Robert’s Rules of Order to ensure Board Code of Conduct and Rules and Procedures are followed
Support Source Water Protection Authority program administration including:
scheduling and attending meetings, preparing agenda packages and minutes and booking onsite/online meeting
Support HR & Payroll Administration
Onboarding new staff
Ensure communications from the SSEA Treasurer (Township of Tay) and benefits provider(s) are distributed and posted for all staff
Facilitate SSEA Health and Safety policies and procedures
Track and process expenses
Track employee time for approval (vacation, sick, overtime, TOIL, etc.)
Establish and maintain a records management system
Administration – Financial
AP/AR – Manage and track invoices
Maintain funding allocation tracking and distribution
Compile accounting information in preparation for annual audits
Support financial document management, including preparation of purchase orders, and quotation summary sheets, circulation of accounting items and circulate to the applicable departments
Prepare grant applications and claims
Liaise with SSEA Treasurer staff relating to finance matters as required including requesting and reviewing all financial reports in a timely manner
Initiate and implement an E-Commerce solution
Administration – Fundraising
Provide administrative support for SSEA Fundraising
Evaluate eligibility and track funding/grant opportunities
Coordinate and prepare supporting information for funding applications
Maintain appropriate fundraising records and databases
Coordinate and prepare information for reports to funders
Administration – Project Support
Assist with the production of project proposals and funding proposals
Coordinate the tracking of all aspects of projects being carried out (funding, time, etc.)
Assist with report writing as it relates to various projects
Administration – Communications
Contribute to the development and implementation of communications policy
Support and Coordination for Communication activities including:
Social media strategy including creation and delivery of a social media communication schedule and monitoring and providing reports on website and social media performance
Ensuring SSEA’s website and social media platforms are up to date
Support development of a branding strategy
Acting as online ‘brand guardian’ to monitor and advise on brand compliance
Development of Annual Report and Strategic Plan Progress Reporting content
Support & innovate internal communications
Coordinate and contribute to the development of marketing materials, guides, training materials and templates
Implement and coordinate communications campaigns (Social Media Platforms and in person and/or remote events)
Perform other related duties as assigned that are in accordance with SSEA objectives.
Duties will be modified to comply with COVID-19 safety protocols as outlined by the Simcoe Muskoka District Health Unit and provincial restrictions. Staff may be required to work remotely when possible and/or necessary.

Qualifications and Key Skills:
Qualifications
Post Secondary School Diploma in Office or Business Administration or Equivalent required.
Minimum Five (5) years administrative support experience required
Experience and demonstrated expertise administering Board meetings (including scheduling, accurate minute taking and resolution tracking)
Experience working in a municipal Government and/or elected official environment and/or municipal administration experience considered an strong asset
Experience in fundraising & grant applications
Advanced knowledge and proficiency with MS Office (Word, Excel, Power Point, Outlook, Publisher), Zoom and Adobe
Working knowledge of AODA regulations – ability to edit, format and convert documents to comply
Experience in Financial Management, Finance and/or bookkeeping with knowledge municipal financials as well as compliance implications of non-profit status
E-Commerce experience is considered an asset
Working knowledge of Robert’s Rules of Order
Working knowledge of records management and associated systems
Remain updated on technical and professional knowledge
Valid Ontario Driver’s License (Class G)
Valid First Aid and CPR certification is an asset

Skills
Excellent organizational and work prioritization skills.
Excellent interpersonal and communications skills (verbal and written).
Excellent judgement and decision-making skills.
Ability to demonstrate discretion when working with confidential information.
Strong attention to detail and professional communication skills (oral, written and listening)
The ability to think strategically and foster a positive, productive and healthy work environment that is committed to service excellence
Strong customer service values and demonstrated initiative
Ability to work effectively in a virtual environment
Reliable and willing to work a flexible schedule (overtime, evenings, weekends)
Self-motivation and ability to work independently and to take initiative on projects
Willingness to learn and grow with the needs of the organization
SSEA offers comprehensive health and safety training.
Use of a vehicle or access to transportation is required – Valid Ontario Drivers License.
Criminal Record Check will be required (may be working with youth under 18).
Submission Information:
Qualified candidates are invited to submit a resume and cover letter demonstrating how you meet the position requirements. Resumes and cover letters submitted via email must be in word or PDF format and include “OFFICE MANAGER – Team Success Facilitator)” in the subject line.

To Apply:
Resumes and cover letters should be submitted, preferably electronically, by Midnight November 30th 2021 and be clearly marked to:
Human Resources
Severn Sound Environmental Association
489 Finlayson St
PO Box 460
Port McNicoll ON L0K 1R0
Email: sseainfo@severnsound.ca
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