Accounting Clerk Condo

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TITLE: Finance/Accounting Clerk

DEPARTMENT: Nightingale Condominium Management

STATUS: Part Time

SUPERVISOR: Director of Finance/Operations

MUST HAVE SHIFT SUITE EXPERIENCE

The primary purpose of the Finance/Accounting Clerk - Condominium Management is to ensure the accurate and efficient management of financial operations related to condominium properties. This role is responsible for maintaining precise financial records, preparing and analyzing financial reports, and supporting the budgeting and reserve fund processes. By ensuring that all financial activities align with industry standards and organizational policies, the Finance Clerk plays a key role in maintaining the financial health of the condominium properties. Additionally, this position serves as a liaison for communicating financial information to stakeholders, such as property owners, board members, and contractors, helping them make informed decisions based on clear financial insights. The Finance Clerk contributes to the overall success of the condominium management team by supporting their financial needs and ensuring all financial tasks are completed in a timely and accurate manner.

RESPONSIBILITIES AND DUTIES:

Maintain and update accurate financial records for condominium management, ensuring compliance with industry standards and organizational policies.

• Prepare and present monthly, quarterly, and annual financial reports, including income statements, balance sheets, and cash flow statements.
• Assist in the preparation, management, and monitoring of condominium budgets, including operating budgets, reserve funds, and special assessments.
• Support the completion of annual financial activities, including financial reporting, tax filings, and audit preparations.
• Analyze financial statements and provide clear insights to the management team for informed decision-making.
• Communicate financial information effectively to stakeholders, including property owners, board members, and contractors, ensuring clarity and transparency.
• Collaborate in the preparation of annual operating plans and the management of reserve funds for future capital improvements and maintenance.
• Perform general clerical duties such as filing, data entry, handling correspondence, and organizing financial documents for the entire organization.
• Assist in organizing and coordinating meetings, preparing financial presentations, and supporting other departments with administrative tasks as needed.
• Participate in weekly meetings with the condominium management team to review financial progress, address concerns, and collaborate on upcoming financial activities.
• Prepare and maintain a detailed procedure manual and guide for financial processes, ensuring clear documentation of procedures specific to each condominium contract.
• Maintain confidentiality of financial data and ensure compliance with privacy and security regulations.
• Be flexible and adaptable to perform additional duties or special projects as requested by management to support the overall operations of the

QUALIFICATIONS

Educational Requirements:

· A minimum of a high school diploma, with a preference for candidates holding post-secondary education in accounting, finance, or a related field.

· Experience:

· Experience in accounting, finance, or condominium management finance is an asset, but not mandatory.

· Familiarity with financial reporting, budgeting, and financial statement analysis.

Skills:

· Proficiency in accounting software and Microsoft Office Suite, particularly Excel.

· Strong attention to detail and accuracy in financial record-keeping.

· Excellent organizational and time-management skills, with the ability to handle multiple tasks simultaneously.

· Strong written and verbal communication skills, with the ability to present complex financial information clearly.

· Ability to work independently and collaborate effectively within a team environment.

Certifications (Preferred):

· Any relevant certification in financial management or accounting (e.g., CPA, bookkeeping certification) is considered a plus.

· Personal Attributes:

· High level of integrity and confidentiality, with a strong commitment to maintaining the privacy of financial information.

· Problem-solving ability and a proactive approach to tasks and responsibilities.

· Adaptability and a willingness to take on new tasks as needed by management.

KNOWLEDGE AND EXPERTISE:

Basic Financial and Accounting Knowledge:

• Understanding of basic financial principles, budgeting, and accounting practices specific to condominium management.
• Familiarity with financial statements (income statement, balance sheet, cash flow) and ability to perform basic financial calculations.
• Knowledge of reserve funds, operating budgets, and special assessments for condominiums.

Condominium Management Software (Basic):

• Experience with or willingness to learn property or condominium management software such as Yardi, AppFolio, or Building Engines.
• Basic understanding of accounting software such as QuickBooks, Sage, or Xero for data entry and basic reporting.

Regulatory Awareness:

• Basic understanding of condominium laws and regulations, including the Condominium Act (or equivalent) and related local housing laws.
• Familiarity with financial reporting requirements for property management and condominiums.

Licensing (Preferred but Not Required):

• Real Estate or Property Management License may be helpful but is not required for the position.
• Any entry-level certifications in financial management, condominium management, or accounting (e.g., CPAs, bookkeeping certifications, or CMCA – Certified Manager of Community Associations) are a plus.

Microsoft Office Suite, Shift Suite (Advanced):

• Proficiency in Microsoft Excel and Shift Suite for basic financial data entry, report generation, and use of simple formulas.
• Advanced skills in Microsoft Word for creating reports, letters, and communication.
• Advanced skill using Microsoft Outlook and Teams for email communication and scheduling.

General Administrative Knowledge:

• Basic understanding of clerical tasks such as data entry, filing, and handling correspondence.
• Familiarity with document management practices for organizing and maintaining financial records.

ABILITIES:

Attention to Detail:

• Ability to ensure accuracy and precision in financial record-keeping, reporting, and data entry, minimizing errors and discrepancies.

Time Management:

• Ability to prioritize tasks effectively, meet deadlines, and manage multiple financial processes simultaneously in a fast-paced environment.

Problem Solving:

• Ability to identify financial discrepancies or issues and take initiative to resolve them, seeking assistance when necessary.

Communication:

• Ability to clearly communicate financial information to team members, property owners, and other stakeholders, both in writing and verbally.

Organizational Skills:

• Ability to maintain a well-organized filing system for financial documents, data, and records, ensuring easy access and retrieval.

Adaptability:

• Ability to adapt to new software, changes in condominium management procedures, or shifts in financial practices and regulations.

Confidentiality:

• Ability to maintain discretion and protect sensitive financial data, ensuring compliance with privacy regulations.

Analytical Thinking:

• Ability to analyze financial statements and data to identify trends, issues, or areas for improvement in condominium financial operations.

Customer Service:

• Ability to provide effective support and responses to property owners, residents, or contractors regarding financial questions or concerns.

Teamwork and Collaboration:

• Ability to work cooperatively with other team members and departments to meet organizational goals and support the condominium management team.

HEALTH & SAFETY:

Maintain a safe and organized workspace, ensuring clear access to emergency exits and safety equipment. Report any hazards or unsafe conditions.

• Review organizational health and safety policies regularly and participate in required training to stay informed on safety protocols.
• Set up workstations to minimize strain, promoting proper posture and reducing the risk of injury.
• Familiarize yourself with emergency protocols (e.g., fire evacuation) and the location of first aid kits and safety equipment.
• Follow all company protocols for protecting sensitive information, ensuring secure networks and systems when working remotely.
• Knowledge of the Duties of the Worker under the Occupational Health & Safety Act
• Employee responsibility of the Return-to-work program for WSIB
• Responsible for reporting actual or perceived hazards to the office immediately
• Keep in mind and use your judgement on remaining safe in the office or home environment
• Nightingale Nursing Registry Ltd. is an equal opportunity employer. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. As part of our ongoing commitment to the Accessibility of Ontarians with Disabilities Act, Nightingale will provide assistance to applicants who request accommodation, throughout the recruitment process. We thank all applicants for expressing their interest; however, only those selected for an interview will be contacted.

Job Types: Part-time, Permanent

Pay: $26.00-$29.00 per hour

Expected hours: 10 – 15 per week

Benefits:

• Employee assistance program
• RRSP match

Application question(s):

• Do you have Shift Suite experience?
• Do you have Condo Management experience? If yes how many years?

Work Location: Hybrid remote in Peterborough, ON