Payroll/accounting Specialist

**POSITION**:
Title: Payroll/Accounting Specialist

Category: Part - Time (16 to 24 hours per week)

Location(s): Head Office

Department: Administrative

Reports to: Finance Manager

**JOB SUMMARY**:
Under the guidance of the Finance Manager, the Part-Time Payroll/Accounting Specialist to support our finance team with essential financial and bookkeeping operations. Reporting directly to the Finance Manager, this role is responsible for executing key finance tasks on a part-time basis, including payroll processing (via UKG), QuickBooks-based financial reporting, Passport program uploads (via TIMMS and Passport ONE), third-party invoicing and other bookkeeping functions as assigned.

This role is ideal for a detail-oriented finance professional looking to making a meaningful impact in the not-for-profit sector. The position ensures accurate financial recordkeeping and supports internal controls, audit readiness, and funding compliance.

**Duties and responsibilities**
- **
Payroll Administration (UKG)**
- Process and reconcile bi-weekly payroll using UKG, including adjustments, deductions, and benefits.
- Ensure compliance with payroll remittances (e.g. Payroll taxes, EHT, union dues, RRSP etc.).
- Maintain payroll records and assist in preparing year-end summaries and tax slips (e.g., T4s).

**2. QuickBooks Reporting and Support**
- Record day-to-day transactions in QuickBooks and assist with journal entries, accruals and Public Service Body rebates.
- Support monthly reconciliations (bank accounts, credit cards, resident accounts).
- Generate internal financial reports under the guidance of the Finance Manager.
- ** Passport and Invoicing Support**
- Upload Passport claims and support documentation from TIMMS to Passport ONE.
- Monitor and reconcile Passport account activity.
- Create and distribute donor tax receipts, third-party invoices, track receivables, and escalate outstanding balances as needed.

**4. Audit and Documentation**
- Assist with organizing documentation for annual audits and periodic internal reviews.
- Maintain digital and physical filing systems for financial documents and ensure compliance with funder requirements.
- Assist with other duties as assigned.

**5. Hours and Flexibility**
- Part-time: 16-24 hours per week, with flexibility to accommodate payroll schedules and monthly reporting deadlines.

**QUALIFICATIONS, WORKING HOURS & EXPERIENCE**
- Post-secondary education in Accounting, Finance, or Business Administration.
- At least 2 years’ experience in bookkeeping, payroll, or financial operations, preferably in a nonprofit or community service setting.
- Proficiency with QuickBooks Desktop and UKG; experience with TIMMS and funding programs (e.g., MCCSS, Passport) is an asset.
- Strong attention to detail, confidentiality, and organizational skills.

**SKILLS, ABILITIES AND COMPETENCIES**
- Reliable and self-motivated.
- Familiarity with financial compliance and best practices.
- Effective communicator with strong problem-solving abilities.
- Teamwork approach to responsibilities.
- Able to manage competing priorities in a part-time schedule.

This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents may be required to follow any other instructions and to perform any other related duties that may be required by the agency.

**INTERESTED IN TAKING ON THIS EXCITING CHALLENGE?**

Successful applicants will be required to submit to a Police Records Check at the vulnerable sector level as part of the offer process and will be required to abide by our mandatory COVID-19 vaccination policy.