Administrative and Financial Services Trainee

Position: Administrative and Financial Services Trainee, Halton Environmental Network (HEN)

Reporting to: Executive Director, Halton Environmental Network (HEN)

Hours: 35 hours/week including some evenings and weekends

Compensation: $24.00/hour

Duration: 19 weeks (11/20/2023 to 3/31/2024), with possibility for extension

Location: Queen Elizabeth Park Community & Cultural Centre, 2302 Bridge Road, Oakville, ON; with flexibility to work remotely, as determined with supervisor

This position is funded by Miziwe Biik Aboriginal Employment and Training. As such, potential candidates must be First Nations, Inuit or Métis and reside within the GTA. All candidates must be registered or eligible to register with Miziwe Biik. Please see instructions below on this process.

Overview

Halton Environmental Network (HEN) is a non-profit organization that has been propelling climate education and environmental sustainability in Halton Region since 2004. In 2022, HEN received charitable status. With a renewed focused and evidence-based approach that centres around equity and integrity in all that we do, HEN is dedicated to building partnerships, and developing resources to support the community of Halton.

The Halton Environmental Network is a proud member of the Halton Equity and Diversity Roundtable (HEDR) and has signed their Charter to foster an inclusive Halton community. For more information and to view the EDI Charter, please visit: https://bit.ly/HEDR-EDI-Charter

Administrative and Financial Services Trainee Job Description

Administration and fiscal responsibility are critical to supporting the ongoing work of a small charitable organization like HEN. The Administrative and Financial Services Trainee will play a key role in supporting HEN’s operations. The ideal candidate will work together with management staff to support daily operations and financial reporting across all HEN programs. Additionally, this role will provide general office administrative support for our small but mighty team.

Objectives include:

• Supporting the implementation of an improved program management strategy,
• Improving operational efficiency by streamlining financial reporting,
• Developing performance metrics and data visualization products for funding and impact reports.

Responsibilities and Expectations

Work with and support the HEN Team with the following:

• Standardization of existing tracking tools from program managers for consistent monthly reporting and budgeting,
• Reconcile monthly staff and program expenses. Synthesize and review data monthly to support improved reporting and oversight for senior management.
• Develop workflows for daily financial tracking and oversight with the HEN management team.
• Develop (automated) reports and trackers to improve operations efficiency.
• Develop standardized reporting tools to be used by the HEN staff team.
• Review existing standards and work with the HEN staff team to identify key reporting metrics needed.
• Develop tools to assist and automate the tracking of key metrics.
• Synthesize data to generate data visualization products for use in reporting.
• Improve data collection to support grant proposals and reporting.
• Increase recognition and community engagement through improved promotion of HEN’s service and impact.

General expectations:

• Frequent communication and feedback with management staff
• Participate in staff training and regular meetings,
• Attend planning meetings scheduled with HEN’s Executive Director, as needed,
• Provide updates to HEN Board and staff during monthly meetings, where needed, and through virtual communication platforms with HEN Team,
• Increase awareness of HEN in the community by representing HEN at events and meetings when required,
• Respond to all communications in a timely manner; arrange face-to-face, virtual, or telephone meetings shortly after initial contact or inquiry, as needed
• Follow-up, send reminders, and check-in with stakeholders, volunteers, youth, partners, donors, and community members, as needed, to ensure efficient and effective communications,
• Don’t be afraid to ask questions and clarify with staff… we work as a team and are here to support each other’s work!

Next Steps for interested candidates

1. Potential candidates must be First Nations, Inuit or Métis and reside within the GTA
2. Candidates must be registered or eligible to register with Miziwe Biik Aboriginal Employment and Training
3. Applicants will work with an Employment Advisor at Miziwe Biik and complete an eligibility check
4. Non-registered candidates can contact Miziwe Biik by email to reception@miziwebiik.com and set up an appointment with an employment advisor
5. Applicants will need their resume and completed client registration form
6. In addition, please send a cover letter and résumé to work@haltonenvironment.ca with “Administrative and Financial Services Trainee” written in the subject line