Office/finance Manager
2 weeks ago
Irwin, Sargent & Lowes Limited (ISL Insurance) is a full service insurance brokerage that has been serving families and businesses for over 70 years within the Peterborough and Kawartha communities.
We are currently recruiting for an Office/Finance Manager. This is a full time Monday to Friday position. We offer a competitive salary, group benefits and a pension plan.
The Office/Finance Manager is responsible for ensuring the organization’s finances, human resources, health and safety and office administration is running efficiently and within legislative guidelines.
**Responsibilities**:
**Finance**
- Establish and maintain internal controls to protect the organization from financial fraud.
- Maintain financial files and records.
- Develop and maintain financial policies and procedures as necessary to ensure adherence to the RIBO legislation.
- Prepare an annual budget.
- Prepare monthly financial statements comparing actual results to the budget including projected year end values.
- Prepare monthly trust positions, monitor cash balances and transfer funds as necessary.
- Prepare year end audit file; liaise with the external auditors as necessary.
- Prepare and post all journal entries.
- Prepare and post all accounts payable (general and trust).
- Prepare and post all general deposits.
- Oversee and review all trust deposits.
- Process client refunds.
- Oversee and review all insurance company direct bill payments.
- Prepare monthly bank reconciliations for the general and trust bank accounts.
- Reconcile direct bill revenue and resolve accounting discrepancies.
- Prepare and issue remittances for RST and Income Tax monthly.
- Prepare and issue remittances for HST quarterly.
- Prepare and submit the HST annual report.
- Prepare semi-annual RIBO reports.
- Prepare monthly production reports.
- Prepare and distribute monthly client account receivable reports.
- Prepare and distribute monthly renewal reports.
- Prepare quarterly a client and policy count report.
**Human Resources**
- Develop, maintain and communicate to staff human resource polices and procedures as required.
- Ensure the organization is compliant with all legislative requirements under the Ontario Employment Standards Act.
- Assist with the recruitment and general orientation of prospective staff; prepare advertising, assist with the development of an interview tool, organize and participate in the interview, perform reference checks; prepare an offer of employment.
- Maintain employee attendance records for the Administration and Commercial staff.
- Maintain employee personnel files.
- Maintain employee education records ensuring adherence to the RIBO education requirements.
- Prepare and submit payroll semi-monthly ensuring adherence to regulatory legislation.
- Balance and post payroll semi-monthly.
- Balance and approve T4 statements annually.
- Prepare and submit T5 statements annually.
- Prepare and submit EHT annual report.
- Prepare and submit employee Records of Employment as necessary.
- Act as the Administrator for the employee group health benefit plan; enroll and terminate employees, update employee information, assist with claims management.
- Calculate and process employee and employer benefit deductions; determine employee taxable benefit amounts.
- Reconcile and post the group benefit statement monthly.
- Act as the Administrator for the company Registered Pension Plan (RPP); assist with employee enrollment, updates and termination.
- Calculate and process employee and employer RPP contribution amounts, remit payments semi-monthly.
- Prepare and file RPP annual reports.
- Organize Employee Service Recognition.
**Occupational Health and Safety**
- Employer representative on the Joint Health and Safety Committee.
- Develop and maintain all Occupational Health and Safety Policies and Programs.
- Ensure the organization is compliant with Occupational Health and Safety legislation.
- Provide legislated Occupational Health and Safety training to all staff at time of hire and annually thereafter or as required.
- Maintain employee Occupational Health and Safety training records.
**Office Administration**
- Responsible for ordering company general office supplies, stationary, business cards and cleaning supplies.
- Responsible for maintaining the building security system, key inventory and key distribution.
- Maintain the office mobile phone contract.
- Maintain office equipment - phone system, headsets, postage meter, copier/fax/scanner, debit machine, shredding contract.
- Organize and maintain file retention.
- Become knowledgeable on any new or existing legislation that may impact the office. Prepare policies as necessary and educate the staff to ensure compliance. For example; Accessibility Standards, Anti-Spam Legislation (CASL), COVID.
**Managerial/Supervisory**
- Receptionist/Administration Staff - includes attendance management, coaching and training, completion of annual performance appraisals, discipline, handl
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