The Chief Administrative Officer (CAO) plays a crucial role in overseeing the financial, corporate, compliance, and operational administration of the Hardisty Community Charter School Association. This position is ideal for an experienced individual who can build practical systems and navigate unfamiliar processes while ensuring that Board decisions are executed effectively.
Responsibilities
Maintain complete accounting records, banking records, accounts payable and receivable, reconciliations, purchasing records, and appropriate internal controls.
Process and verify invoices, payments, deposits, reimbursements, purchase-card activity, and other transactions in accordance with approved budgets and signing authorities.
Coordinate preparation of the annual budget with the Superintendent and provide the Board with regular financial statements, budget-to-actual reporting, cash-flow projections, and clear explanations of material variances.
Review government funding profiles and payment schedules against approved budgets and follow up on discrepancies, missing payments, or outstanding claims.
Coordinate annual financial statements, the external audit, tax and information returns, grant reporting, and other year-end requirements.
Maintain fixed-asset, capital-project, and restricted-funding records and ensure expenses are documented for reimbursement, audit, and grant-compliance purposes.
Administer payroll accurately and on time, including approved salary allocations, statutory deductions, source remittances, Records of Employment, T4 reporting, and year-end reconciliation.
Administer teacher pension and other payroll-related reporting, and resolve payroll questions with the Superintendent and affected employees.
Coordinate employee benefit enrolment and changes, employer records, plan invoices, and routine communication with the benefit advisor and insurer.
Maintain secure employment, compensation, leave, reimbursement, and benefit records and support onboarding and offboarding administration as directed by the Superintendent.
Maintain a master calendar of financial, corporate, grant, facility, insurance, and government reporting deadlines and ensure each submission is completed on time.
Prepare, coordinate, or follow through on required submissions to Alberta Education and Childcare, Alberta Infrastructure, the Canada Revenue Agency, Corporate Registry, and other authorities.
Manage applications, claims, reconciliations, and supporting records for operating, transportation, facility, technology, capital, start-up, and other available funding.
Complete the Association's annual return and maintain its corporate register, membership records, notices, and other records required by legislation, bylaws, and Board policy.
Support compliance with privacy, access-to-information, records-retention, grant, lease, insurance, and contractual requirements, and promptly advise the Board and Superintendent of material risks or missed requirements.
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Tailored applications submitted
Work with the Board Chair and Superintendent to prepare meeting agendas, reports, recommendations, correspondence, and supporting materials.
Attend Board and Association meetings, record accurate minutes, and maintain the official record of motions, resolutions, policies, bylaws, agreements, and delegated authorities.
Maintain an action and decision log, follow up with assigned parties, and report outstanding items to the Board until they are complete.
Administer the school lease and approved service agreements, track renewal and notice dates, confirm invoices and deliverables, and maintain current contracts and certificates.
Coordinate insurance renewals, schedules of values, certificates, vehicle documents, incident and claim reporting, bonding, and communication with brokers, insurers, and third parties.
Coordinate maintenance and capital needs with the Principal, Office Administrator, facility committee, and contractors by maintaining prioritized lists, obtaining quotes, issuing approved work, tracking completion, and retaining warranties and inspection records.
Act as the central administrative contact for the Association's non-instructional business and direct incoming matters to the appropriate person while retaining responsibility for follow-up.
Requirements
Post-secondary education in business administration, accounting, finance, public administration, or a related field, or an equivalent combination of education and directly relevant experience.
Demonstrated experience in a senior administrative, financial, or operations role with responsibility for multiple deadlines and independent follow-through.
Hands-on experience with bookkeeping, payroll, accounts payable and receivable, budgeting, reconciliations, financial reporting, and statutory remittances.
Experience preparing government or corporate filings and working with contracts, insurance, regulatory requirements, audits, or grant-funded programs.
Strong written communication skills and the ability to prepare professional correspondence, meeting materials, minutes, records, and practical recommendations.
Strong computer skills, including spreadsheets, accounting or payroll software, document management, Google Workspace, and Microsoft 365.
Sound judgment, discretion, accuracy, and a demonstrated ability to handle confidential financial, employee, and governance information.
A proactive and organized working style, with the ability to identify what must be done, ask the right questions, and carry work through to completion.
Nice to have:
Experience with an Alberta school authority, Alberta Education and Childcare reporting, or public-sector funding and accountability requirements.
Experience supporting a volunteer Board, serving as a corporate or Board secretary, or working in a non-profit, municipal, or public-sector organization.
Experience with employee benefits, facilities or capital projects, leases, insurance, transportation administration, procurement, or vendor management.
A recognized accounting, bookkeeping, payroll, governance, or public-administration designation.
Benefits
Dental care
Disability insurance
Extended health care
Flexible schedule
Life insurance
Vision care
Work from home
Important Details
Schedule: Part-time, ongoing position with a flexible schedule and regular on-site presence in Hardisty
Application deadline: As soon as possible
Application Process
Provide satisfactory references and a criminal record check
Meet any bonding or insurance requirements
About the Company
Hardisty Community Charter School Association operates Hardisty Community Charter School, a public Kindergarten to Grade 6 charter school in Hardisty, Alberta.