Finance Coordinator

**Finance Coordinator**

The Sexual Assault Support Centre of Waterloo Region supports survivors of sexual violence. We listen, facilitate healing, and celebrate resiliency. Using an anti-racist, intersectional feminist approach, we work to transform systems which promote gender-based violence.

**Job Description - Finance Coordinator**

Updated: November 1 2024

$33.58/hr. to $39.50/hr.

**Job Purpose**:
Reporting to the Executive Director, our Finance Coordinator oversees the financial operations of SASC, ensuring our finances are managed with integrity, transparency, and aligned with our mission and strategic goals. This role involves a balance of day-to-day financial management, financial planning, and collaboration with the leadership team to support program and operational priorities.

**Duties and Responsibilities**:

- General Financial Responsibilities_
- Responsible for monitoring all financial aspects of SASC.
- Organize and maintain all financial documents including the general ledger, accounts payable and accounts receivable.
- Administrate our accounting system, including troubleshooting, assessing needs, and recommending solutions.
- Prepare purchase orders, cheques, and invoices.
- Prepare the monthly bank reconciliations statements.
- Prepare and submit HST rebates, T4s, ROEs, payroll tax, EHT, and other government remittances.
- Modernize SASC’s financial processes including but not limited to timesheets, expenses processing, online payments and remittances, and payroll.
- Ensure all revenue, including donation and donation streams, are accurately recorded in Sage.
- Analyze financial data systems, resources, and processes to increase efficiency and improve controls.
- Ensure the cost effectiveness of our office, technology, and administrative services.
- Double check calculations on staff expense forms and other submissions to ensure accuracy.
- Purchasing_
- Track and order office supplies and inventory, enlisting the support of our Office & Donor Administrator.
- Order program supplies on behalf of managers.
- Register staff members for trainings and ensure related payments, at the request of Managers.
- Obtain quotes on expenditures with cost-benefit analyses for purchases greater than $1,000.
- Maintain petty cash.
- Payroll _
- Oversee all payroll functions to ensure staff members are paid in a timely, accurate manner.
- Process and submit source deductions on time.
- Track staff members’ compensation time, vacation time, and personal time to ensure accuracy in calculations.
- Manage and execute our RRSP matching program.
- Reports & Communication_
- Track all grant and funder reporting deadlines and related requirements.
- Complete the financial portion of funding reports, and coordinate with program managers/staff to ensure the completion of programming portions. Submit these reports to the Executive Director for approval as required, and then submit them to funders.
- Ensure all funder deadlines are communicated to managers and directors in advance.
- Generate monthly, quarterly, and annual financial statements, and in advance of monthly board meetings.
- Ensure the Management Team has access to up-to-date financial reports (budget to actuals) related to their program areas and granting streams.
- Budget_
- Work in partnership with the Executive Director to develop and monitor the annual budget and program budgets.
- Assist the Executive Director in planning for the financial sustainability of SASC.
- Identify financial risks and opportunities and develop recommendations to enhance financial performance.
- Meet with managers regularly in regards to budgeting and increasing understanding to ensure timelines are met.
- Ensure budget planning and spending aligns with contractual obligations.
- In consultation with the Executive Director, adjust the budget monthly (or more often) to reflect changes/updates.
- Prepare year-end forecasts, ensuring that the Executive Director and leadership team have the information they need for planning.
- Audit _
- Take the lead role in preparing for the fiscal year end and the annual audit.
- Act as the primary liaison with the auditor, ensuring the Executive Director is looped into essential conversations.
- Ensure our Annual Returns (federal and provincial) are completed and filed in advance of government deadlines.
- Ensure finance-specific audit recommendations are followed-up on.
- Banking & Investments_
- Prepare and do regular bank deposits.
- Track SASC’s investments and make investment recommendations to the Executive Director.
- Act as a liaison with the bank which includes ensuring signing authorities are updated, GICs are re-invested (with proper approvals,) lottery accounts are managed, etc.
- Ensure necessary cash-flow in the general bank account for all transactions.
- Fundraising_
- Be an active member of the Fundraising Committee.
- Support the fundraising program, including ensuring fundraising and donor revenue is tracked in