Job Title:        Operations Manager, English Parents Committee Association (EPCA)

    Status:            Part-time with flexible work hours

    As the EPCA Board of Directors is comprised of parent volunteers living in all parts of the Province of Quebec, the Operations Manager will be expected to be available some evenings and weekends for meetings, telephone calls and conferencing.

    Reports to:     Board of Directors

    Required Background, Knowledge, Skills and Abilities:

    • Able to work with a diverse group of people with a team approach.
    • Bilingual; able to communicate at a high level in both official languages (French and English), oral and written.
    • Good communication skills.
    • Able to handle multi-task work environment.
    • Excellent organizational skills.

    Qualifications include:

    • Commitment to understanding and supporting EPCA’s
    • Basic Microsoft Office computer skills.
    • Superior writing and oral communication skills.
    • Attention to detail and strong management skills.
    • Ability to follow through on tasks with minimal supervision.
    • Ability to work as part of a team.
    • Professional attitude and appearance.
    • Social media savvy an asset

    The duties and responsibilities of the Operations Manager include, but are not limited to:

    Board of Directors:

    • Set up of monthly Directors’ meetings.
    • Set up of Annual General Assembly in November.
    • Taking notes and preparing minutes.
    • Producing documents, briefing papers, reports and presentations.
    • Carrying out background research and presenting findings.
    • Schedule ad hoc committee and director meetings and arrange conference rooms.
    • Provide the continuity and information needed to newly elected and continuing Directors and Executive Committee (EC) members.
    • Provide administrative support to the members of EPCA.
    • Oversee and advise on compliance of the organization to its rules and regulations as well as to the Government’s requirements.
    • Ensure that the organization operates according to standard corporate policies.
    • Expense report verification.
    • Preparation and review of the policies and by-laws of EPCA for the Board of Directors or the Executive Committee. (oversee and advise on compliance).
    • Ensure the board of directors is kept informed of all pertinent information, keep abreast of news pertaining to education.
    • Report to the board of directors all information pertinent to the organization.
    • Preparing reports for the board including the monthly operations manager report.
    • Work with the Executive Committee and the Board of Directors in order to develop an annual action plan and ensure the follow-up and performance markers of each project.
    • Work with the EC and the BOD to develop a strategic 5 year plan for EPCA.
    • Represent the views and positions that are approved by the EPCA board of directors when mandated to do so on any Committee.

    Office Management:

    • Day to day management of schedules, meetings, notes, reports, correspondence.
    • Supply management.
    • Developing and maintaining office systems, including record keeping, data maintenance and management, and filing system.
    • Correspondence on behalf of the organization.
    • First point of contact for the organization; email, phone call, fax.
    • Collaborate on EPCA’s communications – policy, outreach, website, social media.
    • Maintain communication with all directors.
    • Prepare and submit all documents for the EPCA Budget Allocations from different envelopes, and ensure the Financing of the Association.
    • Communications and reporting to government bodies.
    • Ensure that all financial information is available to the BOD and is submitted in a timely fashion to all required parties including (but limited to) internal/external auditors, the government, the accounting and/or legal partners.
    • Ensuring the annual update of EPCA’s legal status is done.
    • Accounting Responsibilities including:
    • Maintaining books and records
    • Bank write up
    • Bank reconciliation
    • GST/QST Claims and follow-up
    • Reconciling government funds
    • Preparation of the annual budget for review by BOD
    • Presenting financial statements
    • May also include:
      • the preparation of payroll (if any) and the responsibility of remitting the deduction at source and other payroll deductions to the government on a timely manner, and ensuring the year’s T4 and Relevé 1 slips are filed within the deadlines
      • arranging travel (e.g., travel agent services such as purchasing airline tickets, reserving and negotiating prices for hotel rooms and rental cars, and arranging activities)
    • Represent the views and positions that are approved by the EPCA board of directors when mandated to do so on any Committee.
    • EPCA shall promote the participation of the Operations Manager in professional development, and shall assume the costs within a specified budget.

    DISCLAIMER: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.