Finance & Procurement Officer

3 weeks ago

Ottawa, Canada Hillel Lodge Long Term Care Home Full time

**SCOPE**:
Reporting to the Director of Finance, Administration, and IT, the Finance & Procurement Officer performs general accounting, payroll, and procurement activities as detailed below.

**RESPONSIBILITIES**:
**General Accounting**:

- Perform full cycle accounting for the Home under the supervision of the Director of Finance, IT and Administration or designate. Responsibilities include journal entries, month-end and year-end closing, reports and reconciliations, daily and monthly bank reconciliations of all group companies bank accounts, preparation of Ministry of Health & Long-Term Care reports, schedules and filing after approval by Supervisor.
- Prepare or assist in preparing financial analysis, forecast, budgets, special reports and accounting improvement projects.
- Follow and improve on all internal policies, upgrade practices where needed, ensure current practices are fully compliant.
- Conduct research if needed and recommend appropriate improvements for operations.
- Perform any other duties as required that are necessary for the welfare of the residents and efficient operation of the Home.

**Accounts Receivable**
- Prepare monthly resident accommodation reconciliation for transmission to bank
- Prepare and mail resident monthly accommodation statements
- Collect and reconcile daily café receipts
- Prepare and reconcile sundry invoices as required.
- Reconcile monthly contribution receivable
- Monitor accounts for non-payment or delayed payment.
- Perform follow up/collection calls as required.

**Accounts Payable**
- Check, and verify Accounts Payable batches.
- Monitor Aged Accounts Payable to ensure payment of vendor invoices within the Lodge’s Policy of net 30 days.
- Analyze discrepancies and unpaid invoices.
- Reconcile vendor statements as necessary
- Respond to enquiries regarding accounts payable.
- Coordinate bi-weekly signing of cheques with the appropriate Board members and senior management.

**Payroll**
- Liaise with external payroll provider to ensure timely and accurate processing of bi-weekly payroll for union and non-union groups.

**Trust Accounts**
- Maintain Resident Trust Accounts including, but not limited to, preparing disbursements/accounts payable, and recording of trust monies received.
- Reconcile monthly trust accounts
- Prepare and mail monthly trust statements
- Coordinate and liaise with pharmacy vendor
- Prepare Trust Account bank reconciliation.
- Respond to resident/family/power of attorney requests regarding Trust account matters.
- Be available to residents and resident family members for trust withdrawals, deposits and inquiries.

**PROCUREMENT**

Responsible for ensuring the effective management and execution of procurement and sourcing activities, including the following:

- Manage the procurement aspects of multiple projects
- Document and report procurement status against established timelines, objectives, and milestones;
- Develop procurement and contracting documentation;
- Produce and package procurement documentation for presentation to various stakeholders.
- Coordinate and guide requirements gathering, collation and agreement activities with stakeholders;
- Verify stakeholder needs are met in terms of business needs, technology and service requirements, and adherence with procurement policies and procedures;
- Coordinate the effective and efficient evaluation of proposals and quotations received; and
- Ensure that contracts for products and services are appropriately negotiated and executed.

**QUALIFICATIONS**:

- Post-secondary degree or diploma in relevant field; or equivalent combination of continuous education and several years of work experience;
- Three years experience in similar role
- Advanced computer skills. Software knowledge and familiarity should include accounting software, spreadsheet programs (Excel etc.), and MicroSoft Office.
- Knowledge of generally accepted accounting principles & bookkeeping procedures.
- Excellent written and oral communication skill including business writing and drafting of procurement related documents.
- Experience in contract negotiations and approval processes.
- Experience negotiating vendor agreements
- Flexibility and adaptability to an ever-changing work environment.
- Excellent analytical skills and attention to detail.
- Ability to prioritize to meet required deadlines.
- Able to work fairly autonomously as well as part of a team.

**ABOUT HILLEL LODGE**

Located in the West end of Ottawa, Hillel Lodge has served as a home for individuals in need of long-term personal care since it officially opened its doors in 1965. With a current complement of 121 beds and housed within a thriving 13-acre Jewish Community Campus, we provide a wide range of programming and events to meet the diverse needs of our residents, their families, and the larger community which we serve.

**Our Mission**: Our mission is to provide compassionate long-term care that empowers residents to lead full and engaged lives

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