Accounting and Finance Specalist

Purpose

The Accounting & Finance Specialist is responsible for the day-to-day administration of Ideal Child Services Group's (ICSG) accounts payable, receivables and payroll functions. In a support role, the Bookkeeper works closely with the Accounting & Finance Manager to complete all the accounting needs for ICSG, while complying with generally accepted accounting principles and adhering to all organizational and departmental policies and procedures.

Responsibilities and Duties
- Responsibilities below include, but are not limited to:_
- Enter and post all vendor bills in QuickBooks and issue cheques, ensuring that accounts payable are paid in a timely manner
- Upon approval from the Finance & Accounting Manager distribute the vendor payments cheques to the program managers
- Assist the Finance & Accounting Manager to enter the electronic funds transfers (EFT) for bill payments into CMO.
- In consultation with Finance & Accounting Manager answer any vendor inquiries regarding payments; resolving any issues regarding payments and follow up and report any discrepancies.
- Create and maintain new and existing vendor accounts in QuickBooks; ensuring vendor information is up-to-date and accurate.
- Assist the Finance & Accounting Manager in processing the Harmonized Sales Tax (HST) return.
- Assist the Finance & Accounting Manager to complete remittances for third-party insurance provider following up when there are discrepancies and/or inquiries regarding the billings or claims.
- Assist the Finance & Accounting Manager to complete remittances for third-party Registered Retirement Savings Plan following up when there are discrepancies and/or inquiries regarding the billings or claims.
- Assist the Finance & Accounting Manager to maintain the existing vendor accounts in QuickBooks; ensuring vendor information is up-to-date and accurate
- Maintain and file all the accounts payable documents for the annual audit
- Calculate and send the monthly invoices for all ICSG parents
- Verify and gather the parents bank information and input the data in the fee sheet and QuickBooks
- Process parents fee pre-authorized payments
- Assist the Finance & Accounting Manager to reconcile, enter and post all monthly invoices and payments to the fee sheet and QuickBooks in a timely and accurate manner
- Calculate and update all the fee changes in the fee sheet and QuickBooks on a monthly basis
- Create and maintain new and existing customers accounts in QuickBooks and the fee sheet; ensuring customer information is up-to-date and accurate
- Process account receivable aging report: reviewing, identifying and addressing customers that are in arrears/overpayments and in consultation with the Finance & Accounting Manager issue reimbursements if needed
- Reconcile customer account statements to QuickBooks and immediately report to Finance & Accounting Manager of any discrepancies.
- Field inquiries from customers/Supervisors/Program Managers; present solutions/action plans to the Finance & Accounting Manager for feedback and approval before addressing and resolving any discrepancies that are in the best interest of the customer and ICSG
- Track children's attendances to provide an accurate estimated monthly revenue
- If assigned by the Finance & Accounting Manager, deposit all ICSG's monies, including employee Manulife cheques and any other required deposits
- Assist the Finance & Accounting Manager to prepare month-and year-end financial reporting and reconciliations in accordance to assigned due dates for the year end audit, complete year-end activities and/or reports as per assigned timelines.

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- Enter payroll information accurately as per assigned timelines in ICSG's payroll system based on the organization's pay schedule, addressing any inquiries with the Finance & Accounting Manager
- Administer and process new hires, employee terminations, wage/salary changes, ROE and update Finance & Accounting Manager once completed on all the above.
- In consultation with the Finance & Accounting Manager enter payroll block information, by site, into excel to determine salary cost and transfer data into QuickBooks with journal entries
- Assist the Finance & Accounting Manager to conduct a T4 reconciliation and prepare reports for the city of Toronto
- Review and confirm accuracy for payroll government remittances
- Prepare monthly Manulife claims
- Maintain up-to-date and accurate employee payroll files
- In collaboration with the Finance & Accounting Manager, remain informed and knowledgeable of the organization's collective agreement to provide data for the collective bargaining process.
- Track and maintain employee absences and vacation days in ICSG's payroll system and excel
- Complete any pier reports, ROE inquiries and any additional Payroll related inquiries by timelines provided by the Finance & Accounting Manager
- File all paperwork in designated places securing the important documents
- Assist the Finance & Accounting Manager