Financial Administrator

5 months ago

Leduc, Canada Leduc LINX Connect Centre Full time

_**LINX is a non-profit agency that works with adults and youth with developmental disabilities in Leduc and area. We are looking for a Financial Administrator to join our team This position 30 hours per week, 9:00-3:00, Monday-Friday. Strong bookkeeping, Microsoft Office and experience with QuickBooks is essential. Familiarity with non-profits, fundraising, Occupational Health and Safety, Human Resources, and WCB is an asset.**_

**Position Summary**:
Reporting to the Executive Director, the Financial Administrator is responsible for the management of the financial and payroll responsibilities for LINX. The role supports the Executive Director, managers and employees, assisting in daily office needs where required. The role will also be responsible for participating in and accounting for all fundraising.

**Specific Accountabilities**:
**Accounts Payable and Receivables**
- Receive and verify invoices for goods and services and complete credit card reconciliations.
- Ensure invoices are uploaded into the system and all cheques are records appropriately.
- Ensure invoice amounts are correct.
- Compile and maintain all paper and electronic files including non-monetary reports and records.
- Ensure invoices and other bills are paid on time.
- Explain variance analysis in expense GL’s.
- Maintain and ensure payment of any recurring payments.
- Help improve processes to reduce the AP turnover.
- Track and complete entries for any accruals for month end and year end for invoices not yet posted.
- Investigate and resolve purchase order, contract, invoice, or payment discrepancies.
- Coordinate cheque runs and EFT payments.
- Assist with other accounting and clerical functions as required.
- Verify that all transactions comply with financial policies and procedures.
- Process backup reports after data entry.
- Maintain vendor information.
- Receive payment by cash, credit cards, or automatic debits and issue receipts, refunds, credits, or change.
- Responsible for the processing of all invoices on a daily, weekly, and monthly basis received by LINX.
- Process payments and enter into the computer system according to established procedures.
- Prepare and maintain report of payments received.
- Responsible for entering all online bank payments into the accounting system.
- Liaise with the banks regarding online banking issues.
- Respond to inquiries regarding outgoing payments.
- Proactively monitor and follow-up on collections.
- Maintain updated files and invoice procedures per customer and record activities in the accounting system.

**Payroll**
- Manage payroll transaction processing of all employees.
- Prepare and oversee the preparation of payroll including all payroll reports as required.
- Prepare a variety of payroll related documents and calculations (e.g. invoices for overpayments, payroll register, stop payments, garnishees, etc.) for the purpose of documenting activities and issues, meeting compliance requirements, and providing audit references.
- Verify payroll data for accuracy and compliance and deposit.
- Prepare total compensation reports for all employees as required.
- Reconcile account balances for the purpose of maintaining accurate account balances and complying with related policies, practices and/or regulations.
- Research discrepancies of payroll information and/or documentation (e.g. timesheets, leave time, etc.) for the purpose of ensuring accuracy and adherence to procedures prior to processing.
- Compile data from a wide variety of sources (e.g. timesheets/payroll, salary adjustments, tax deposits, etc.) for the purpose of analyzing issues, ensuring compliance with mandated requirements, and/or monitoring program components.
- Calculate and timely payment of periodic CRA, Payroll tax, employee deductions and other deductions and all quarterly and year end reports.
- Maintain a wide variety of payroll information, files and records in written and electronic formats for the purpose of providing an up-to-date reference and audit trail for compliance.
- Communicate with a variety of internal and external parties (city/provincial/federal agencies, etc.) for the purpose of ensuring accurate processing of payroll deductions/garnishments.
- Maintain all tracking of employee data including sick time, vacation, OT, etc.
- Act as a resource to other employees on payroll matters.
- Ensure the corporation is compliant with all legislative requirements such as Employment Standards.
- Remain current with all applicable federal, provincial and municipal laws and regulations, best practices and industry standards.

**Financial Accountability**
- Responsible for the coordination of the interim and year-end audits.
- Work with auditors on year end reconciliation
- Ensure all month-end and year-end financial statements and board financial packages are prepared within the prescribed timelines; meet with finance committee/treasurer for review prior to Board meeting and send to board members prior to meeti

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