Job Posting-Office Administrator

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The Office Administrator is 35 hr/week, Monday to Friday.  The position will be in effect annually from August through to the end of the hockey season in the Spring.  There will be occasional periods throughout the season when additional hours would be required.

The Office Administrator reports to the Board of Directors through the President.  The Office Administrator will work under the supervision of the Technical Director in the day-to-day operation of the Association.

The Office Administrator’s duties will include communications with the members, the financial operation of the Association, maintenance of the Association’s website, acting as registrar with Hockey NL and Hockey Canada, and office administration duties as required.  The detailed list of duties is as follows:

Communication

·       Clear post office box weekly

·       Answer telephone, respond to or redirect requests

·       Answer emails, respond to or redirect requests

·       Issues correspondence on behalf of the Board of Directors

·       Assist with Hockey NL Player Pickup Request forms

·       Assist with Hockey NL Sanctioning forms

·       Assist with NL Travel forms

Financial

·       Assist Treasurer with budget and yearly audit

·       Prepare invoices for payment

·       Sends prepared invoices to bookkeeper weekly

·       Distributes cheques biweekly when received from bookkeeper

·       Accepts payments, issues receipts

·       Maintains spreadsheet of team accounts

·       Bank deposits as required

·       Support Bookkeeper with reconciling monthly bank statement

·       Complete Credit Card/Debit transaction settlement, weekly and reconcile

·       Oversees payroll for staff and referees

·       Provide Referee in Chief with game schedule to resource

·       Keeps track of game officials for payment

·       Complete application form and oversee lottery licenses for all-star team fundraising

·       Track and reconcile ice time invoices

Registration

·       Prepares annual registration form and information package

·       Oversee player registration process online and in office using Hockey Canada Registry

·       Assist with First Shift registration [I’d put player registration first]

·       Work with bookkeeper to track player registration fee payments

·       Registers individual players and coaches through the Hockey Canada Registry (September/October)

·       Registers teams through the Hockey Canada Registry (October/November)

·       Track/Confirm coaching qualifications, present candidates to the Board

·       Assist with families requiring Financial Assistance

Website

·       Update player and coach registration in Website back office

·       Work with the Technical Director to upload game and practice schedules to website weekly

·       Updates news items on website daily

·       Set up all teams for app access

Office Administration

·       Attend regular Board Meetings, act as recording secretary

·       Assist team managers with scheduling/financial matters/required forms

·       Track player and coach suspensions

·       Assist, file and track Hockey Canada Injury Forms and doctor notes

·       Oversee nomination process for annual Board elections held at the AGM

·       Assist with preparation of SJMHA AGM presentation

·       Schedule/attend SJMHA AGM in June, act as recording secretary

·       Order Tim Hortons/McDonalds jerseys

·       Assist TD with ordering/tracking Jerseys/Goalie Gear

·       Organize/Order Year End Awards

·       Assist with organizing tournaments throughout the season (Christmas, Provincials, Regionals)

·       Other duties as assigned

 

While extensive, the list of duties is not intended to be comprehensive.  Many of these duties are coordinated with the duties of the Technical Director.  Other duties may be identified as the season progresses.

The successful candidate for the position must possess good interpersonal skills, as they will become the face of the association with our members.  Previous experience in an office administration role would be beneficial, as would experience with a minor hockey association or other youth sport organization.  Excellent computer skills, especially in the Microsoft Office suite of products are essential.  Knowledge of basic accounting and experience working with managing money would be an asset.

Interested parties can submit a resume outlining their experience by email to the President at president@capshockey.ca on or before July 6, 2026.  Only those people receiving an interview will be contacted.  The successful candidate will be required to complete the Hockey NL screening process, including obtaining clearances from the Royal Newfoundland Constabulary.

Remuneration commensurate with experience.