Financial Administrator

7 months ago

Winnipeg, Canada Thrive Community Support Circle Full time

Job Title**:Financial Administrator**
Department: Administration
Reports To: Executive Director
Status: Permanent Full time
Work Hours: Monday to Friday
**Purpose and Accountability**:
In keeping with the mission of the agency, reporting to the Executive Director, and working in cooperation and consultation with the management team, finance committee, staff and volunteers, donors, funders, and other stakeholders, the position is responsible for completing the financial duties of the agency. The Financial Administrator manages the financial portion of the agency to ensure financial duties and obligations are completed and reported to the Executive Director.

**Qualifications**:

- Completed financial CPA program or equivalent accounting designation.
- Minimum of 3 years financial experience in a non-profit organization.
- Experience working with Quick Books, Payworks software, and Microsoft.
- Excellent interpersonal communication skills both verbal and written.
- Excellent computer and administrative skills.

**Skills/Abilities**:

- Ability to build trusting relationships.
- Ability to work effectively as a team member and independently.
- Ability to maintain confidentiality and discretion.
- Excellent organization skills and attention to detail
- Ability to adapt to competing priorities and a busy environment.
- Ability to maintain effective relationships with both internal and external stakeholders.
- Familiar with a trauma-informed approach to communication and service delivery

**Accountability**:

- Reports directly to the Executive Director
- Works cooperatively and in conjunction with the management team, administration department, and finance committee, and maintains a positive working relationship with the Board of Directors.

**Standards of Performance**:

- Ability to prioritize workload assignments.
- Effective team member demonstrating - communication, conflict resolution, constructive problem-solving, decision-making skills, and interpersonal relationships in the accomplishment of duties.
- Meets deadlines outlined and is accurate and precise in written and oral communication.
- Ability to maintain confidentiality in all matters pertaining to the agency, clients, their families, and staff members.
- Demonstrated respect for and recognition of diversity and individual differences.
- Professionalism and diplomacy
- Actions that demonstrate support for the mission, goals, and objectives of the agency.
- Complete any required updated training and provincial and federal standard.

**Duties**:
**Payroll**:

- Maintains payroll by collecting, calculating, and entering data received by site managers and submitting to the payroll system once reviewed by ED for approval of hours.
- Updates payroll records by entering changes in exemptions, insurance coverage, pension deductions, and changes in positions within the agency ensuring accuracy.
- Track vacation, sick, and personal banked time for staff and provide information as required.
- Provides payroll information and resolves discrepancies between staff, agency, and external parties as required.
- Maintains employee confidentiality and confidence by ensuring privacy regulations are followed and information is confidential.
- Ensures annual updates are completed for salary increases, T4s and other income tax requirements, and insurance/benefit policies, etc.
- Processes and remits payments for WCB, EI, benefits, pension, and taxes.
- Uses separate USBs for documents related to payroll and private staff information to ensure it is updated and secure.

**Accounting functions**:

- Work with the ED to formulate budgets for the fiscal year, and track forecasts through each budget year, reporting to the ED and finance committee of overtures.
- Process receipts, payments, and expenses and generate manager correspondence for spending, purchases, and balances in a timely manner.
- Financial entries and analyze account variances.
- Prepare payments by requesting disbursements and verifying documentation.
- Maintains accounting controls by following current financial policies and bringing new best practice procedures to the attention of the ED and governance committee for recommendations.
- Prepare monthly reports and agency budgets with site managers for accuracy.
- Secure sensitive financial information by completing database backups.
- Ensure that all financial, legal, and administration requirements are followed.
- Prepare year-end and prepare items for annual audit.
- Destroying and archiving finished data or records, or items that have exceeded 7 years.
- Manage IT needs and support.
- Track and record donations in Canada Help donation software and ensure receipts are distributed and complete capital update reports for the committee monthly.
- In conjunction with ED, prepare funding reports for funding sources as required.
- Complete bank reconciliations monthly
- Familiar with processes and regulations in tracking capital campaign financial records alongs

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