Finance Coordinator

Safe Harbours is seeking a detail-oriented Finance Clerk with strong experience in per-diem billing, reimbursable expenses, QuickBooks Online, and QuickBooks Payroll. The ideal candidate thrives in a regulated, fast-paced environment and understands that billing structures, rates, and agreements vary across children and agencies in the foster care sector.

Key Responsibilities

Per Diem Billing & Accuracy

• Prepare per-diem invoices for multiple children and homes.
• Apply correct billing rates, program levels, and CAS agreements.
• Track placement start/end dates to ensure compliance with authorization periods.

Reimbursable Expenses

• Process reimbursable expense submissions with full documentation.
• Allocate expenses to the correct child/project and ensure billable charges appear properly on invoices.
• Follow up on missing or unclear documentation.

Respite Payments & Adjustments

• Process respite payments for foster parents and staff.
• Ensure correct allocation of respite costs, including deducting applicable per-diem amounts from the home receiving respite.
• Maintain clean reconciliation with monthly billing and payroll.

QuickBooks Online & Payroll

• Enter and reconcile financial data in QBO with strong accuracy.
• Support QBO Payroll, verify timesheets, categorize earnings, and maintain payroll records.
• Assist with pay runs and statutory deduction accuracy.

Accounts Receivable & Accounts Payable

• Maintain A/R aging, monitor overdue invoices, and communicate with CAS finance departments.
• Process A/P including foster parent payments, respite, vendors, and recurring bills.
• Reconcile accounts and allocate expenses correctly.

Contract Awareness & Rate Variability

• Understand differences between per-diem rates, Program Levels, ISAs, shared staffing costs, and respite arrangements.
• Identify discrepancies and ensure proper billing structures are applied.

General Finance Support

• Assist the Executive Director with monthly financial reports and summaries.
• Maintain organized financial records for audits, licensing reviews, and compliance.
• Recommend improvements to billing and financial workflows.

Qualifications

• 2+ years of bookkeeping, billing, or finance experience.
• Strong proficiency with QuickBooks Online and QuickBooks Payroll (required).
• Experience in social services, childcare, healthcare, or project-based billing an asset.
• Understanding of reimbursable expenses, respite payments, and cost allocations.
• Exceptional attention to detail.
• Strong communication and organizational skills.
• Comfortable working with variable agreements and multiple rate structures.

Employee Benefits

Safe Harbours offers a supportive environment with close working relationships and meaningful work that impacts children and families.

We also provide a comprehensive benefits package:

• Hybrid work: One scheduled work-from-home day per week.
• Company-issued technology: Laptop + cell phone with plan.
• Group benefits after 3 months, including:
• Extended health, dental, and related benefits
• Health Spending Account (HSA) / Cost-Plus account
• Employee Assistance Program (EAP) for confidential wellness, mental health, or personal support
• Group RRSP after 3 months:
• Safe Harbours contributes 3% of your gross pay, matching your 3% employee contribution
• Total: 6% of your earnings invested toward retirement

Job Type: Full-time

Pay: $53,000.00-$56,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care
• Work from home

Application question(s):

• Have you worked for a NGO?

Education:

• Bachelor's Degree (required)

Experience:

• QuickBooks: 3 years (required)

Language:

• English (required)

Work Location: In person