Finance and Administration Officer

Job Title: Finance and Administration Officer

Reports to: President & Vice President on behalf of the Board of Directors of the Association

Location: 1128 Rife Rd, Cambridge

Employment Type: Full-Time, On-Site

Position Summary

The Finance and Administration Officer manages the financial, payroll, data, and records management functions of the Police Association. This position ensures regulatory compliance, maintains accurate financial reporting, and minimizes financial and operational risk. The role also oversees the maintenance and operation of the Association's property and facilities.

Working as part of a small, dedicated team, the incumbent provides essential administrative and financial support to the Association's leadership and membership, maintaining a high standard of professionalism, confidentiality, and service.

Key Responsibilities

Finance and Payroll

• Manage and maintain accurate financial records and ledgers in compliance with accounting standards and Association policies.
• Administer and process payroll, benefits, and related remittances.
• Prepare monthly, quarterly, and annual financial statements.
• Support annual budgeting and forecasting processes.
• Assist with year-end audits and coordinate with external financial auditors.
• Monitor cash flow, approve expenditures within budget parameters, and reconcile accounts.
• Ensure compliance with all relevant tax, financial, and reporting regulations.

Administration and Records Management

• Maintain accurate and secure records, databases, and correspondence.
• Oversee the administration of member data and related documentation.
• Develop and improve administrative systems to enhance efficiency and accountability.

Property and Facility Oversight

• Oversee the maintenance and upkeep of the Association's office property and equipment.
• Manage vendor and contractor relationships, ensuring timely service and adherence to agreements.
• Monitor and coordinate facility-related repairs, maintenance, and improvements.

Compliance and Risk Management

• Ensure adherence to internal policies, financial controls, and regulatory obligations.
• Maintain confidentiality and data protection standards.
• Support the renewal of insurance coverage and identify opportunities to minimize risk exposure.

Communication and Team Support

• Work collaboratively with Association leadership and colleagues to support operations and member services.
• Communicate effectively with internal and external stakeholders.
• Provide clear, accurate, and timely reports and information as requested.

Qualifications and Skills

• Post-secondary education in Accounting, Finance, Business Administration, or related discipline.
• 3–5 years of experience in financial management, payroll administration, or a related administrative role.
• Proficiency with accounting software (e.g., QuickBooks, Sage) and Microsoft Office Suite.
• Strong attention to detail, accuracy, and organization.
• Excellent verbal and written communication skills.
• Proven ability to multitask and prioritize effectively in a fast-paced environment.
• Ability to work independently and with minimal supervision.
• Knowledge of financial reporting requirements and internal controls.
• Experience in a unionized or non-profit environment is an asset.

Additional Requirements

• Must hold a valid driver's license and have access to a reliable personal vehicle for work-related purposes.
• Must be available to work in-office during regular business hours.

Working Conditions

• Standard office environment with occasional off-site meetings or errands.
• Requires attention to detail, adherence to deadlines, and the ability to handle confidential information.
• Occasional evening or weekend work may be required to support Association events or property-related matters.

Job Type: Full-time

Pay: $68,000.00-$75,000.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• Vision care
• Wellness program

Work Location: In person