Chief Financial Officer and Administrative Lead

5 days ago

Ottawa, Ontario, Canada Elizabeth Fry Society of Ottawa Full time
About the Role

We are seeking a highly skilled Chief Financial Officer and Administrative Lead to oversee the financial stewardship and operational administration of our organization.

Reporting to the Executive Director, this key member of the leadership team will be responsible for managing daily finances, budget management, funder reporting, and ensuring compliance with grants, contributions, and non-profit charity regulations.

Key Responsibilities
  • Financial Management (85%):
    • Monitor spending against funder budgets to ensure alignment with agreements; flag variances and recommend corrective actions.
    • Create and submit regular financial reports and budget updates to funders, as per agreements.
    • Track all funding agreements to ensure timely financial and metrics reporting to funders. Proactively follow up with managers to ensure timely information flow.
    • Work closely with ED to prepare new funding proposals and advise on budget structure.
    • Post day-to-day transactions including accounts receivable, month-end, and journal entries.
    • Review accounts payable and coding accuracy of the Associate Manager, Office Administration.
    • Develop and maintain annual, departmental, project, and operational budgets.
    • Create and provide monthly financial statements, budget vs. actuals, forecasting, and variance analysis.
    • Liaise with Chair of the Finance & Audit Committee. Prepare and present reports to the Committee and the Board of Directors.
    • Closely monitor cash flow and ensure timely billings and revenue collections.
    • Review, approve, and release of payments (EFTs, cheques), alongside ED.
    • Complete month-end in a timely manner and maintain supporting documentation.
    • Calculate and post revenue accruals and deferrals and maintain supporting calculations.
    • Prepare monthly bank and credit card reconciliations.
    • Oversee petty cash and ensure sound accountability procedures.
    • Optimize and simplify allocation of the organization's overhead and administration costs across various funders. Develop and implement salary & benefit allocations.
    • Prepare EHT, GST/HST, and T3010 charitable return. Create and track donation receipts.
    • Develop and monitor investment policy, liaising with portfolio manager to ensure compliance.
    • Maintain positive relationships with funders and donors.
    • Maintain banking relationships and ensure optimal banking setup. Administer and monitor corporate credit card usage.
    • Prepare all information required for the annual audit and any project audits, including preparing all lead sheets and ensuring all advance information is ready for the audit period. Liaise with auditors.
    • Automate and digitize all finance and administration processes, moving to a paperless environment.
    • Work with consultant to ensure successful implementation and migration to a new accounting system.
    • Develop and implement financial and administrative policies and procedures.
  • Payroll & Benefits (10%):
    • Review and approve bi-weekly payroll. Review payroll-related spreadsheets and calculations.
    • Liaise with benefit and RRSP providers/broker and negotiate renewals.
    • Ensure compliance and timely submission of WSIB and Union Dues reports.
    • Collaborate with ED on organizational staffing needs, salaries & benefits budgets.
    • Stay abreast of best practices and make recommendations to ED.
  • Operations (5%):
    • Oversee relationships with cleaners, maintenance staff, and contractors.
    • Develop and manage IT strategy, including system implementations or conversions.
    • Negotiate vendor contracts, office, and equipment leases, and capital asset purchases; track and maintain IT assets.
    • Collaborate with the ED to identify and mitigate risks, report to the Finance Committee and Board.
    • Ensure adequate insurance coverage in coordination with the insurance broker.
    • Support operational, financial, and resource aspects of various projects.
    • Perform other duties as assigned by the ED.
    • Personnel Management
    • Direct the work of the Associate Manager, Office Administration in their financial & administrative responsibilities. Administer performance evaluation.
    Qualifications
    • University degree or College diploma in Accounting.
    • Chartered Public Accountant designation required (CA, CMA, CGA).
    Salary and Benefits

The estimated salary for this position is $85,000-$105,000 per year, depending on experience.

The Elizabeth Fry Society of Ottawa offers a comprehensive benefits package, including health, dental, and vision coverage, as well as a pension plan.

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