Office Associate/Bookkeeper

The Health Products Stewardship Association (HPSA) operates returns programs that are an easy and safe way to dispose of medications and other health products that we all have in our homes.

HPSA is seeking a Full-Time Office Associate/Bookkeeper to support us in general administrative tasks and day-to-day accounting.  The Job Description for this dual role follows.

Office Associate (approximately 40%)

Main Duties

  • Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports, and related material
  • Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with external organizations
  • Schedule, confirm appointments and meetings of the leadership team
  • Order office supplies and maintain inventory
  • Answer telephone and electronic enquiries and relay telephone calls and messages
  • Set up and maintain computerized information filing systems
  • Determine and establish office procedures
  • Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person, following applicable government and office protocols (e.g. Covid-19)
  • Record and prepare minutes of meetings (Board and Advisory Groups)
  • Arrange travel schedules and make reservations
  • Order required couriers of correspondence, including coordination of signatures, return labels and clear instructions
  • Manage administration of onboarding for new employees (e.g. set up of office or remote facilities, computer hardware/software, phone, etc.)
  • Ensure critical documents are up to date (e.g. member agreements etc.)
  • May compile data, statistics and other information to support research activities
  • May supervise and train office staff in procedures and in use of current software
  • May organize conferences

Bookkeeper (approximately 60%)

Main Duties

  • Day-to-day operation of accounting department
  • Coordinate issuance of member self-reporting forms (SRF’s) and compile incoming completed SRF’s
  • Enter and summarize completed SRF’s in excel workbook.  Invoice members promptly using accounting software and templates (edit as required)
  • Run Aged AR Report, follow up regularly with members on aged balances, and obtain payment eta’s.  Escalate as needed
  • Send incoming supplier bills for approval, enter approved bills into accounting software, and pay by due date. 
  • Complete monthly account reconciliations (bank, etc.)
  • Complete HST tax returns by due date
  • Enter monthly, quarterly and year end journal entries, ensuring adequate backup
  • Run reports, analyze variances, provide meaningful explanations, and take action as necessary (e.g. Actuals vs. Budget, Current Period vs. Prior Period)
  • Field incoming accounting queries from members, suppliers, internal management and staff
  • Assist in Budget and Forecasting exercise and coordinate with Leadership Team as needed
  • Assist in special projects, new stewardship programs, process improvement initiatives

Education, Experience & Skills

  • Post-secondary certificate or diploma in accounting
  • Previous administrative experience
  • Skilled in Microsoft office suite of products, familiar with CRM tools and presentation software
  • Bookkeeping and day-to-day accounting
  • QuickBooks Online: Bank reconciliations, Invoicing (including Products & Services Names), AR, AP, GL, JE’s, Reporting
  • Excel intermediate (VLookups, Pivot tables, Data filtering and sorting)
  • Demonstrate a continuous improvement mindset and execute where appropriate
  • Excellent time management and problem-solving skills
  • Detail-oriented with an ability to multi-task
  • Work with a sense of urgency, be a team player, and exhibit a “can do” attitude
  • Sound judgement and ability to prioritize
  • Team player and calm under pressure
  • Great communication skills (verbal and written)
  • Non-profit industry an asset
  • Health care industry an asset
  • Experience in RFP’s an asset (preparation, review, analysis)

Interested applicants should forward a cover letter and resume to the attention of Paul Mazzuchin, Manager Finance by email c/o indicating Office Associate/Bookkeeper in the Subject field.

HPSA is strongly committed to the principles of equal opportunity and non-discrimination.  We encourage people from frequently underrepresented and marginalized communities to apply.  HPSA has a mandatory COVID-19 vaccine policy in place for employee`s unless official documentation of a human rights exemption is provided and can be accommodated.

We thank all candidates in advance.  We will, however, contact only those selected for an interview.

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