Finance Administrator

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JOB DESCRIPTION: FINANCIAL ADMINISTRATOR

REPORTING TO:
Executive Director

SALARY / COMPENSATION RANGE:
$60,990.36 – $65,518.03 per year (anticipated annual salary range, commensurate with experience and qualifications)

POSITION TYPE:
This job posting is to fill an existing vacancy.

USE OF ARTIFICIAL INTELLIGENCE IN HIRING:
Frontenac Youth Services does not use artificial intelligence (AI) to screen, assess, or select applicants as part of the hiring process.

Position Summary

The Financial Administrator is responsible for the overall financial management of the Agency, including budgeting, financial reporting, payroll oversight, and compliance with applicable legislation and funder requirements. The role works closely with the Executive Director and management team to ensure strong financial stewardship and timely, accurate financial information for decision-making.

Qualifications

• College or university degree in accounting or a related field, or an equivalent combination of education and experience.
• Minimum 5 years of progressive accounting/finance experience, preferably in a non-profit organization.
• CPA designation is an asset.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Experience with SAGE accounting software (required or strong asset, depending on Agency preference).
• Experience with ADP Workforce Now is an asset.
• Strong understanding of GAAP and funder reporting requirements.
• High level of accuracy, attention to detail, and analytical skills.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Demonstrated ability to maintain confidentiality and use discretion with sensitive information.
• Criminal Reference Check with Vulnerable Sector Screening (required upon hire).
• Valid Class G driver’s license with acceptable driving record and access to a reliable vehicle.

Key Responsibilities

Financial Management and Reporting

• Ensure the Agency’s financial affairs are conducted in accordance with GAAP, government and Ministry requirements, and funder guidelines.
• Maintain professional standards in accordance with Agency policies and procedures, CCA Accreditation standards, and relevant legislation.
• Prepare monthly, quarterly, and annual financial statements and reports for the Executive Director, Board of Directors, and management.
• Prepare financial reports and analyses for various funding bodies (including the Transfer Payment Annual Report – TPAR), funding proposals, and grants.
• Coordinate and support the annual financial audit, working with the external auditor designated by the Board, and prepare year-end working papers and financial schedules.
• Complete and file the Registered Charity Information Return to maintain the Agency’s charitable status.

Budgeting and Forecasting

• Lead the development of the annual Agency budget in collaboration with the Executive Director and management team.
• Monitor income and expenditures against the approved budget, identify variances, and provide analysis and recommendations.
• Advise and consult with the Executive Director on budgeting, expenditure control, cash flow, and financial forecasting.
• On a monthly basis, provide managers and supervisors with up-to-date financial information and support them in understanding and managing their operating budgets.

Accounting Operations (AR, AP, General Ledger)

• Oversee day-to-day accounting operations, including accounts payable, accounts receivable, bank reconciliations, and general ledger maintenance.
• Manage AR and AP transactions, ensuring accurate coding, approvals, and timely payments/collections.
• Lead the implementation and ongoing optimization of digital payment solutions for Accounts Payable.
• Ensure financial systems and processes are in place for the smooth and efficient operation of the Agency’s finance function.

Payroll and Compensation (in Coordination with Payroll Role/HR)

• Oversee the preparation of bi-weekly payroll using ADP, including review of payroll reports, reconciliation, and approvals.
• Ensure accurate processing of Records of Employment (ROEs) and year-end T4s.
• Work collaboratively with Human Resources to ensure alignment between payroll, benefits, and financial records.

Benefits, RRSP, Insurance, and Assets

• Administer the RRSP Plan and Health Benefit Plan in conjunction with the Executive Director and Human Resources Manager, including reviewing utilization and negotiating renewals in the best financial interest of the Agency.
• Ensure benefit and RRSP costs align with financial records and budgets, and support reconciliation activities as required.
• Maintain up-to-date insurance coverage for the Agency, including General Liability, Directors & Officers, Professional Liability (Errors and Omissions), Property (Commercial), and Vehicle insurance.
• Facilitate the maintenance, tracking, and replacement planning of the Agency’s property and equipment, including capital asset records.

Planning, Systems, and Compliance

• Ensure financial systems, controls, and procedures are effective, documented, and regularly reviewed for efficiency and compliance.
• Prepare the financial section of the Agency’s Service Plan and other strategic or operational planning documents as required.
• Support the Executive Director and management with financial analysis for strategic initiatives, contracts, and program changes.

Professional Development

• In conjunction with the Executive Director, participate in an annual performance evaluation.
• Attend professional development opportunities, as approved by the Executive Director, to maintain and enhance knowledge of accounting standards, non-profit finance, and sector requirements.
• Present financial information at management meetings on a scheduled basis and provide training/support to managers regarding budgets and financial reports as needed.

Working Conditions

• Work is generally performed on-site at the Agency office.
• Work hours are flexible, as arranged with the Executive Director, to accommodate reporting deadlines, audits, and funder requirements.

The above job description reflects the major responsibilities of the position and is not intended to be an exhaustive list of all duties. Other job-related duties may be assigned from time to time to meet organizational needs.

Job Types: Full-time, Permanent

Pay: $60,990.36-$65,518.03 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Employee assistance program
• Extended health care
• On-site gym
• On-site parking
• Paid time off
• RRSP match
• Vision care
• Wellness program

Application question(s):

• Do you have a CPA designation or in progress
• Do you have experience working in non profit sector
• Do you have a Diploma or Degree in Accounting
• Are you eligible to work in Canada

Experience:

• Sage300: 2 years (required)
• ADP: 1 year (required)

Work Location: In person