Part-Time Bookkeeper

Classified Categories: Archived


Part-Time Bookkeeper

This job opportunity has passed.

Application Deadline: March 26, 2019

Beakerhead Creative Society is the organizing team at the heart of an annual program that culminates in a five-day spectacle bringing together the arts and engineering sectors to build, engage, compete and exhibit interactive works of art, engineered creativity and entertainment.

The society’s activities at the provincial, national and international level are coordinated by a core secretariat located in Calgary, Alberta. Beakerhead transforms Calgary—with contests, mechanical sculptures, interactive street art, feats of engineering, larger-than-life theatre and spectacular performances. Beakerhead Creative Society is a registered Canadian charity.

Primary Purpose of the Position

Beakerhead’s part-time bookkeeper plays a critical role in ensuring efficient operations and growth of Beakerhead’s accounting and administrative programs.

The primary role is to maintain all full-cycle financial records for the organization with high levels of accuracy, organization, efficiency, and attention to detail while using Quickbooks (online), Microsoft Office, and other applications, including donor management software used in the operation of Beakerhead.

The bookkeeper is responsible for managing office and finance administration and plays a key role in assisting the fund development team by financial tracking and reporting on sponsor funds.


  • Accounts Payable: Enter credit card purchases and perform statement reconciliations, process and direct vendor invoices for payment, reviewing, coding, entering, and processing payment of personal expense claims.
  • Accounts Receivable: Entering customer invoices and donor commitments, applying incoming receipts, and reconciliation of accounts.
  • Entering and Reconciling Adjusting General Ledger Entries: Prepaid account balances and allocations, Fixed Assets and Depreciation Expenses, and Accrued Liabilities.
  • Banking: Preparing bank deposits and taking to the bank, reconciliations of all bank accounts including investment accounts and interest earned
  • Charitable Record Keeping and Receipting: In conjunction with the Fund Development Coordinator, setting up and monitoring software system for donations by credit card, including automated processes such as thank you letters and tax receipts. Includes filing the annual return.
  • Payroll: Process payment and track all employee deductions- health benefits and prove the validity of year-end T4s and summaries.
  • Cash Flow: Projections and scenario analysis.
  • Government and Funding Agency Reporting: Assist in the establishment of a system for record keeping and sponsorship reporting. Funding agency reporting including GST/HST returns, donor reporting, tax receipt reporting and budget reconciliation.
  • Reporting: Create monthly financial updates for executive and fund development team. Developing and transferring financial statements and records to company-approved personnel upon request.
  • Audits: Assist and provide required backup documentation and explanations for the annual audit.
  • Monitor contracts and payments for audit requirements.
  • Claims: main lead and preparer on donor funding claims reports, and assist with government funding ministry claim reports and others as assigned
  • General office duties and customer support

Qualifications and Experience

  • Post-Secondary Business Diploma/Accounting.
  • Minimum five-eight years in office administration and bookkeeping.
  • Knowledge of accounting, data and administrative management practices and procedures.
  • In-depth knowledge of with QuickBooks software, intermediate knowledge of Microsoft Office Suite, Ceridian applications.
  • Good verbal and written communications skills.
  • Detail oriented, with excellent organization and planning skills.
  • Self-starter who takes initiative.
  • Competence with office software (Excel, Word, QuickBooks etc). Familiarity with Google Apps (Google Docs, Gmail) is not required but will prove helpful.
  • Experience working in a non-profit environment is a valuable asset.
  • A desire to be a part of building something great!


This is a part-time position that will require approximately 20 hours a week spread out over four or five days (for example, Monday to Friday, 10:00am to 2:00pm). Compensation offered at market rates. This comes with a delightful work environment with flexible hours. Additional hours/days may be required in late September following the annual Beakerhead event. Time in lieu may be taken at slower times of the year.

The office is closed between Christmas and New Year’s Day each year.

Workplace Culture

Beakerhead is a workplace that values the following characteristics of team members:

  • Open Communication: Sharing information in an effective and collaborative manner.
  • Versatility: Constructively adapting and responding to a changing environment.
  • Initiative: Creating and demonstrating initiative to generate improvements and foster positive outcomes.
  • High-Quality Work: Applying a high level of proficiency and professionalism in technical and job knowledge (and willingness to continually learn) to achieve a high level of performance.
  • Leadership: Achieving positive outcomes by encouraging, supporting, coaching, developing and mentoring others.
  • Personal Effectiveness: Demonstrating respect, dignity and integrity in interpersonal relationships and positive personal coping and wellness strategies.
  • Teamwork: Functioning effectively in team situations to achieve optimal collective results.
  • Context Understanding: Achieving effectiveness for the public good with measurable impact through a large-scale collaboration.

Please submit a cover letter and resume describing your interest and abilities by March 26, 2019, to

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