Accounts Payable and Donor Experience Associate

**Position Summary**

Reporting to the Account and Finance Associate Manager the Accounts Payable and Donor Experience Associate will work collaboratively with both the Accounting & Finance and Development teams to ensure accurate financial processing, service delivery in accounts payable, revenue reporting/receipting, and donor services administration and an exceptional donor experience, maintaining alignment with Mercy Ships Canada’s mission and CRA compliance standards.

Mercy Ships provides free surgeries and medical training in Africa through hospital ships. Each year, more than 1,200 volunteers from around the world donate their time and skills to support this mission. Inspired by the model of Jesus, Mercy Ships seeks to serve those in need with love, act with integrity, and pursue excellence in all that we do.

Mercy Ships Canada contributes to surgical and medical training projects that align with the global organization’s core values and goals. The organization also supports Canadian volunteers in contributing their time and talents to Mercy Ships’ international work.

**Accountabilities**

**Accounts Payable & Financial Administration**
- Receive, process, verify, and reconcile invoices to ensure timely and accurate payments.
- Analyze invoice and expense reports, record entries, and charge expenses to appropriate accounts.
- Verify, match, and track vendor and other invoices against pre-authorized commitments.
- Reconcile the accounts payable ledger to ensure all bills and payments are properly accounted for and posted.
- Investigate discrepancies by reconciling vendor accounts and monthly statements.
- Process expense reimbursement forms and requests for advances; prepare cheques as required.
- Calculate and report applicable sales taxes on paid invoices.
- Generate reports detailing accounts payable status for internal review and planning.
- Maintain digital and physical vendor files to support the organization’s transition to a cloud-based accounting system.
- Prepare and process electronic payments and cheques as required.

**Revenue Reporting & Donor Administration**
- Produce official donation receipts in compliance with Canada Revenue Agency (CRA) regulations, including preparing, printing, mailing, and reconciling receipts.
- Collaborate with staff in the production of official donation receipts and provide responses to annual financial audit requests.
- Track and record volunteer crew fundraising across all platforms and maintain accurate donor profiles in DPO.
- Develop database queries to extract fundraising KPI data to support MSCA staff needs.
- Prepare and issue acknowledgements, thank-you letters, and notifications to staff regarding mid-level and major donor gifts requiring stewardship or action.
- Reconcile daily the donation transactions (cash, cheques, EFT, and online) and prepare and make bank deposits.
- Support monthly DonorPerfect (DPO) and accounting system (Sage) reconciliations, ensuring accurate revenue coding and audit traceability.
- Coordinate with Finance and Development teams to ensure all donor receipting meets CRA standards and supports annual audit documentation.

**Customer Service and Donor Stewardship**

**Donation Processing & Data Entry**
- Process and record donations received through all channels (online, phone, e-transfer, mail, and in person) in DonorPerfect Online (DPO), ensuring accuracy and CRA compliance.
- Upload and reconcile online donation transactions from multiple platforms, maintaining accurate records to support accounting and audit processes.

**Donor Communication & Support**
- Assist with issue resolution and clarifications to ensure a positive donor experience.

**Administrative & Collaborative Support**
- Provide administrative support for donor stewardship activities, recognition events, and third-party fundraising initiatives.
- Communicate regularly and collaborate with colleagues to ensure consistent and effective donor communications, both written and electronic.
- Handle and direct inbound calls, mail, and visitors as required.
- Collaborate with the Accounting & Finance Associate Manager and Director of Development, Impact & Engagement to contribute to financial and donor service workflows.
- Support internal communications between Finance and Development to improve process alignment and reporting accuracy.

**Qualifications & Education**
- Diploma or degree in Accounting, Finance, Business Administration, or a related field.
- Solid understanding of basic bookkeeping and accounts payable principles obtained through work experience.

**Required Skills & Experience**

**Must-Have Skills**:

- Minimum 1 year of experience in accounts payable, finance, or bookkeeping, preferably in a nonprofit or charitable organization.
- Experience in maintaining accurate financial records, processing donations, preparing receipts, and reconciling donor transactions.
- Familiarity with accounting software (Sage) and ability to calculate, post, and