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The Agency is grateful for all support

Manager of Finances and Administration

(1.00 fte – 35 hours per week)

 The Manager of Finances and Administration will be responsible for maintaining Réseau ACCESS Network’s financial integrity, preparing all financial reports, efficiently and in accordance with generally accepted accounting principles (GAAP), government regulations, policies and procedures. Will assist Management team with development of fiscal budgets and HR policies/procedures.

The position is responsible for the following:

  • Responsible for all aspects of bookkeeping and financial management of organization.
  • Prepares financial reports, assists in development of yearly budgets, meets remitting requirements and reconciles all transactions.
  • Prepares and processes payroll through Electronic Financial Transfer
  • Completes reports to funders and Management/Board of Directors as requested.
  • Coordinates office purchases, asset acquisitions/disposals, equipment maintenance, physical plant maintenance and appearance.
  • Maintains agency computer network including back up, software installation and hardware upgrades.

The successful candidates:

  1. Post-secondary education in Accounting, Finance or related field.
  2. Advanced knowledge of QuickBooks accounting software.
  3. Fully trained in preparing financial audits, word processing, spreadsheets, accounting and database programs.
  4. At least 5 years of relevant experience.
  5. Experience with generally accepted accounting principles (GAAP)
  6. Superior communication skills, including written and verbal presentation skills, diplomatic and effective liaison and interpersonal skills.
  7. Will be required to provide a current criminal record check

Bilingual (French/English) candidates or those of Indigenous descent will be given priority consideration for this position if found qualified.

Competitive salary and benefits

 

Interested applicants are asked to submit a resume with a cover letter by the closing date of Tuesday, April 20, 2021, to the Executive Director @ richardr@reseauaccessnetwork.com.  Please include “job posting – Finance” in subject box.

 

We regret that only those candidates selected for an interview may be contacted. No phone calls please.

Full Job Description:

 MANAGER OF FINANCES AND ADMINISTRATION (1.0 FTE)

REPORT AND ACCOUNTABLE TO:      Executive Director

POSITION PURPOSE:

  1. The Manager of Finances and Administration will be responsible for maintaining Réseau ACCESS Network’s financial integrity, preparing all financial reports efficiently and in accordance with generally accepted accounting principles (GAAP), Provincial and Federal government regulations, Réseau ACCESS Network policies and procedures, and donor requirements.
  2. Assists the Executive Director and Manager of Programs and Services with development of fiscal budgets and Human Resource Policies/Procedures.
  3. Oversees the physical plant and material needs of the agency office.

 

POSITION RESPONSIBILITIES:

Accounting Duties

  1. Responsible for all aspects of bookkeeping and proper financial management of the agency.
  2. Review, maintain and allocate operational and fundraising expenditures / receivables to the appropriate program budgets.
  3. Assists with financial policy and procedure development.
  4. Prepares financial reports and meets reporting and remitting requirements; ensures compliance.
  5. Adhere to internal accounting control practices/procedures as established by the organization.
  6. Coordinates with the Executive Director, Manager of Programs and Services, in order to prepare yearly budgets, and with the Volunteer and Community Resources Coordinator and other delegated staff in order to prepare budgets and input into grant proposals.
  7. Creates and maintains administration files relating to financial matters.
  8. Prepares financial reports for Finance Committee/Board, Annual Report, AGM and as needed.
  9. Maintain strict confidentiality and integrity of all financial information and documents.
  10. Coordinate and maintain financial records.
  11. Handle all cash and deposit accordingly and in a timely fashion.
  12. Deposit receivables, or assure direct deposits are completed from various funded projects to appropriate agency bank accounts.
  13. Provide operational disbursements services
  14. Reconcile all agency financial transactions.
  15. Record general journal entries.
  16. Record agency banking transactions and reconcile all bank accounts on a monthly basis.
  17. Enter budgets as required in accounting software ensuring accurate allocation to appropriate accounts.
  18. Complete other accounting duties as assigned from time to time.
  19. Prepare and file monthly Canada Customs and Revenue Agency (CCRA) reports and forms along with monthly WSIB remittance.
  20. Prepares Charity tax return, Corporation tax updates, yearly EHT remittance along with monthly and yearend WSIB reconciliations.
  21. Liaise and work with external auditors to provide information and ensure smooth audit and completion of annual reconciliation reports.
  22. Provides recommendation regarding the appointment of official Auditor.

 

Fundraising and BINGO Accounts

  1. Develops, implements and audits financial controls for fundraising events.
  2. Enter revenues and expenses in appropriate accounting program.
  3. Reconcile Bingo account monthly.
  4. Create monthly Bingo report including revenues and expenses.
  5. Order Pantry/Food Vouchers and bus tickets in keeping with program budgets.
  6. Assure monthly reports are forwarded to City of Sudbury.
  7. Coordinates with Coordinator of Volunteer & Community Resources to ensure all licenses and reports are completed as well as tax receipts for all donations.

 

Payroll Duties

  1. Prepare and verify bi-weekly payroll including necessary journal entries and adjustments.
  2. Process payroll through Electronic Financial Transfer (EFT).
  3. Process direct deposit payroll assuring accurate completion.
  4. Prepare and disburse T4s, T4As and T4 summaries.
  5. Calculate and remit Employer Health Tax to Ministry of Finance.
  6. Complete Record of Employment forms accordingly when needed.
  7. Process TD1 forms accordingly.
  8. Liaise with benefit plan provider, assist group members with applications and queries and conduct annual benefit review

 

Accounts Receivable

  1. Monitor receivables and follow-up on outstanding items.
  2. Enter receipts such as cash, cheques, and credit card payments.
  3. Verify and reconcile fundraising receipts to ensure revenue has been recorded and equal receipts deposited to the appropriate fundraising account.
  4. Process agency receivables such as travel and accommodation expense claims.
  5. Verify that reconciliation of advances is completed accordingly and receipt of advance is posted in the proper account.
  6. Analyze, collect and/or take appropriate action on overdue accounts (ie., travel advances).
  7. Balance and maintain flow of agency petty cash.
  8. Deposit receivables properly.
  9. Provide, generate and distribute monthly detailed financial statements to finance committee member.
  10. Analyze the record of banking transactions and bank reconciliation report.

 

Accounts Payable

  1. Receive and verify invoices and requisitions.
  2. Data enter invoices for payment.
  3. In keeping with program budgets, create cheques from various accounts in response to authorized expenditures.
  4. Resolve bill discrepancies.
  5. Process stop payment request.
  6. File and maintain invoices appropriately.
  7. Correspond with vendors and respond to inquiries as required.

 

Administration

  1. Prepare cashflow forecasting and expenditure reports for Health Canada, Ministry of Health, and other funders as required.
  2. Assure charitable tax receipts are prepared in accordance with Canada Customs and Revenue Agency registered Charities guidelines.
  3. Supervise, monitor and control cash areas at agency fundraising events.
  4. Oversee purchases of office supplies and services (ie., postage meter, office equipment, telephone system, computers, etc.).
  5. Participate and coordinate Finance Committee meetings.
  6. Manage overall maintenance of office equipment and upgrades.
  7. Maintain accurate employee insurance fee file.
  8. Develop and maintain agency related financial forms.
  9. Coordinate and record agency inventory.
  10. Ensure that all necessary reports are completed and submitted to the appropriate sources.
  11. Maintain service provider (vendors) computer/paper filing systems.
  12. Ensure that files are secure, confidential and have all necessary backups.
  13. Recommend program changes to the Executive Director.
  14. Assist and implement with the evaluation of all program activities.
  15. Meet regularly with the Executive Director to keep them fully informed on program developments, problems and activities.
  16. Assist in the development and implementation of policies and procedures set out by the Board of Directors of Réseau ACCESS Network.
  17. Participate in networking opportunities with peer Finance / Administrative coordinators / workers when available.
  18. Participate in staff meetings and other staff sharing opportunities.
  19. Provide input to organizational reviews.
  20. In consultation with the Executive Director, arrange for knowledge transfer to staff and contribute to the overall day to day running of the agency.
  21. Coordinate all staff and board travel arrangements.
  22. Maintain listing of past/present Board of Directors including last known contact information.
  23. Maintain agency “Annual Incorporation Return” in accordance with the Ministry of Consumer and Business Services.
  24. Organize, plan and coordinate the yearly annual general.
  25. Develop and maintain service provider (vendors) records and database including contact information, activities and service history.
  26. Direct/liaise with Agency Service Providers, i.e. Sunwire, Eastlink, as required, and manage/delegate IT equipment and telephone support.
  27. Assist with the regular upkeep of Réseau ACCESS Network offices.
  28. Review and approve supply requisitions.
  29. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.

 

Physical Plant/Office Resource Management

 

  1. Assists Executive Director in development and implementation of office procedures.
  2. In collaboration with Administrative Assistant, ensures adequate inventory of office supplies.
  3. Coordinates office purchases, asset acquisitions/disposals, equipment maintenance, physical plant maintenance and appearance.
  4. Ensures appropriate insurance and controls are in place for security of physical plant assets and personnel access.
  5. Liaises with landlord regarding facility issues.
  6. In collaboration with Administrative Assistant, maintains agency computer network including back up, software installation and hardware upgrades.

 

Supervision

  1. Oversee and coordinate clerical / reception staff and volunteers.
  2. Provide clerical staff / volunteer training.
  3. Evaluate performance of clerical staff and provide ongoing evaluation.
  4. Address arising clerical / reception personnel issues, i.e. request for time off, change in work schedule, absence and/or sick leave.
  5. Review and approve clerical / reception time management reports.
  6. Facilitate Department meetings as needed.
  7. In collaboration with Volunteer and Resource Development Coordinator, provide direction, supervision and ongoing support to Finance volunteers at agency fundraising or special events as required.

 

Responsibilities to:     Executive Director & Board of Directors

  1. Compile and submit activity reports and pertinent statistics as requested by the Executive Director and/or funders.
  2. Provide ongoing financial and clerical support as requested by the Executive Director and / or funders.
  3. Consult and update the Executive Director on all issues pertaining to financial issues and supervision.
  4. Liaise with Board Treasurer as needed.
  5. Act as Recording Secretary to the Board of Directors and oversee maintenance of Board related documents and records.

 

Other:

  1. Assist in fundraising projects and/or other duties as deemed important and appropriate by the Executive Director and mutually agreed upon.

 

Qualifications

  • Post-secondary education in Accounting, Finance or related field.
  • Advanced knowledge of QuickBooks accounting software.
  • At least 5 years of relevant experience.
  • Experience with generally accepted accounting principles (GAAP)
  • Fully trained in preparing financial audits
  • Fully trained in word processing, spreadsheets, accounting and database programs.
  • Experience in dealing with confidential information and professional standards of behavior in difficult and sensitive circumstances.
  • Ability to function well under pressure.
  • Fluency in French and English both oral and written considered an asset.

 

Skills

  • Experience with Human Resource functions (hiring, on-boarding, terminating)
  • Experience with Ontario Health Care Billing systems.
  • Able to multi-task, be detail-oriented, set priorities and meet deadlines.
  • Good analytical and reasoning skills with attention to detail.
  • Flexibility, with strong organization, communication and interpersonal skills.
  • Strong computer skills in Microsoft Word, Excel, and outlook along with good data entry skills.
  • Ability to work independently and in a team environment
  • Be self motivated, self-directed, discreet, trustworthy and able to take initiative.
  • Experience in accounting within a not for profit environment a plus
  • Excellent oral and written communication skills.
  • Comfortable working with people of all backgrounds.

 

Accountability

  • The Manager of Finances and Administration is responsible to the Executive Director.

 

Working Conditions

  • Physical requirements include the dexterity to reach, stand, squat, twist, lift light loads, and the ability to do sedentary work.
  • Must be flexible to work evenings and weekends.
  • Must be able to work in a variety of settings.
  • 35-hour work week, overtime compensated by time off in lieu.

Created:           November 1994

Revised:           March 2021

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