Salary Range: As defined by salary grid.

Summary of Responsibilities:           

Reporting to the ED, this position manages the overall Finances and Administration for the John Howard Society Sarnia Lambton including the preparation, administration and monitoring of operational and capital budgets, accounting and bookkeeping, financial planning and related reporting.

Responsibilities include administering the company’s financial plans and policies, it’s accounting practices and policies, relationships with lending institutions, the maintenance of its fiscal records, and the preparation of financial reports including monthly bank reconciliations. This position involves supervision over general accounting, property accounting, internal auditing, cost accounting, and budgetary controls.

Financial:

• Coordinate all financial activities including accounts payable, accounts receivable, general accounting, payroll, financial planning and reporting
• Develop and prepare fiscal budgets
• Develop budgets for programs and grant proposals
• Prepare and distribute monthly financial statements and reports
• Prepare for and participate in annual agency audits
• Complete reconciliation of bank statements and prepare bank deposits
• Develop and maintain accounting files and records
• Monitor all agency program budgets and provide monthly statements to Executive Director
• Keep abreast of federal, provincial and municipal developments, laws and policies that may affect the financial operations of the organization
• Analyze financial statements comparing actuals to budget
• Monthly reconciliation of balance sheet accounts, i.e., receivables, payables, etc.
• Oversee office efficiencies such as mail processing, record keeping
• Approve spending re: petty cash, office supplies
• Review requests re: mileage, expenses
• Monthly, quarterly and yearly reports
• Maintain investment schedules, oversee cash flow requirements, and communications with bankers on investments
• Monthly and annual cash flow planning
• Maintain accounts and relations with bankers
• Maintain year-end working papers and spreadsheets, and assist with preparation for any audits or independent reviews with support from the Executive Director and treasurer
• Maintain current knowledge of regulatory changes and impacts on the organization’s books of account
• Maintain up-to-date, complete and systematic filing system to support book-keeping and financial records
• Responsible for tax planning and compliance with Federal, Provincial and local corporate, payroll, and other applicable taxes
• Determines depreciation rates to apply to capitalized items and advises management on desirable operational adjustments due to tax revisions.

Administration:

• Participate in management meetings
• Participate in occasional Board meetings
• Administer the agency’s pension and benefits plan as required
• Coordinate the agency’s insurance plan as required
• Review and negotiate the insurance portfolio for the organization, including annual renewals, claims, and settlements as required
• Oversee and monitor third party contracts relating to day-to-day administrative operations, i.e., equipment leases and maintenance, telephone systems, computer maintenance and network administration, payroll services, benefits and pension administration, consulting contracts, etc
• Complete Ontario Corporate Information Returns
• Utilize the Ontario Vendor of Records to access vendor agreements

Resource Development:

• Assist with grant/proposal writing as needed/appropriate with respect to the development of program budgets
• Discuss agency needs with potential donors and funders as it pertains to budgeting and financial reporting/reporting
• Create and implement development plans with management team

Formal Education, Training, Knowledge Required:

Post-secondary education (or equivalent in education and experience) in financial management field. Working knowledge of banking platforms and Quickbooks required.

Work Experience:

Minimum 3 years in financial management in non-profit sector.

Additional Qualifications:

• Excellent mathematical skills
• Excellent computer skills
• Excellent communication skills both verbal and written. Fluency in the English language.
• Excellent working knowledge of MS Word, Quick-books and Excel
• Accuracy and attention to detail while working under tight deadlines
• Good organizational, time management and prioritizing skills
• Strong problem identification and problem resolution skills
• High level of critical and logical thinking, analysis, and/or reasoning to identify underlying principles, reasons, or facts
• Ability to interpret and implement company policies and procedures
• Knowledge of all aspects of office administration
• Knowledge of employment standards
• Knowledge of accounting requirements and practices for non-profit and charitable organizations
• Able to interpret and apply all relevant legislation

Working Conditions:

• Regular office duties require sitting, standing, and climbing stairs
• Typical office working environment
• Occasional evenings and/or weekends may be required to meet deadlines
• Part-time work week with additional hours occasionally required to meet deadlines
• Combination of in office and remote hours