Poppy Fund Coordinator

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About the Us:

We are the administrative office supporting Legion branches across British Columbia and Yukon. Based in Cloverdale, British Columbia, we are seeking a detail-oriented and proactive individual with bookkeeping knowledge and experience to join our team as a Poppy Fund Coordinator.

Position Overview:

The Poppy Fund Coordinator plays a key role in supporting the Poppy Campaign of the Legion branches throughout the province. This position involves managing Provincial Poppy Fund, and auditing Branch Poppy Funds to ensure compliance with the General By-Laws and Poppy Manual. The ideal candidate will have accounting knowledge and a strong ability to organize, analyze, and communicate effectively.

Key Responsibilities:

Poppy Campaign Coordination:

• Provide direct support to branches in execution of their Poppy Campaigns, sharing best practices and identifying opportunities for improvement.
• Process all Poppy sales orders in the accounting system, generating invoices for branches.
• Ensure timely collection of outstanding invoices from branches and process cash receipts for Poppy fund.
• Process purchase invoices received from the headquarter, ensuring on-time payment.
• Oversee Poppy inventory management, including ordering, costing, pricing and conducting regular inventory counts and reconciliations.

Poppy Fund Compliance and Audit:

• Ensure the timely processing and filing of Branch Annual Poppy Fund Statements; follow up on any outstanding statements.
• Summarize and report Branch Annual Poppy Fund Statements to the headquarter before the due date.
• Collect and process Annual Poppy Assessments, ensuring timely collection and completeness of the reporting.
• Conduct Poppy Fund audits, addressing discrepancies and working with branches to resolve issues.
• Maintain accurate electronic records and statistics for each branch related to Poppy Funds.
• Collaborate with the Controller to implement corrective actions following Poppy Fund audits.

Accounting and Administrative Support:

• Perform bank reconciliations and maintain accounting working papers.
• Assist the Controller in delivering Poppy Fund training sessions to branch volunteers.
• Provide backup support for the Finance Department during staff absences, including covering responsibilities of other Bookkeepers during vacations.
• Take on other related tasks as needed to support the team.

Special Use Expenditure Review and Approval:

• Serve as the primary point of contact for all Poppy Fund-related inquiries from branches, providing guidance on the appropriate use of funds, approval processes, and interpretation of by-laws and regulations.
• Review SUE requests for correctness and compliance with the General By-Laws and Poppy Manual, forwarding approved requests to the Command Treasurer.
• Provide assistance in preparing SUE requests and offer coaching to branches to ensure compliance.
• Work with the Branch Advisory Committee and Branch Operations Advisor to support non-compliant branches in meeting requirements.

Qualifications:

Required:

• Accounting certificate or diploma.
• Knowledge and experiences in Accounts Receivable, Accounts Payable, and general bookkeeping.
• Strong attention to detail with the ability to assess and analyze complex information.
• Excellent communication skills, both verbal and written, with the ability to interact effectively with people at all levels.
• Proficiency in MS Excel, Word, and Outlook.

Preferred:

• Experience with MS Dynamics 365 Business Central.
• Previous experience supporting or participating in internal or external audits.
• A background in military or experience in veterans’ issues.

How to Apply:

Please submit your cover letter and resume to hr@legionbcyukon.ca with the subject: “Poppy Fund Coordinator” for consideration. Due to a high volume of applications, only those invited to interview will be contacted.

Job Types: Full-time, Permanent

Pay: $52,000.00-$60,000.00 per year

Benefits:

• Dental care
• Extended health care
• Flexible schedule
• RRSP match

Work Location: In person