The Finance Coordinator supports the Hospice's charitable and not for profit activities by performing various clerical and administrative tasks such as maintaining accurate financial records, processing transactions, and assisting with financial reporting. Reporting to the Director, Finance Coordinator brings experience and knowledge of Canadian best practice accounting principles.

Key Responsibilities:

Accounts Payable:

• Review and verify invoices and cheque requests.
• Enter invoices into the system.
• Prepare and process payments and cheque runs.
• Monitor accounts to ensure payments are up to date.
• Research and resolve invoice discrepancies and issues.
• Correspond with vendors and respond to inquiries.
• Other responsibilities as assigned.

Accounts Receivable

• Generate and send out invoices.
• Carry out billing, collection and reporting activities according to specific deadlines.
• Reconcile the accounts receivable ledger to ensure that all payments are accounted for and properly posted.
• Verify discrepancies and resolve clients' billing issues.
• Facilitate payment of invoices due by sending bill reminders and contacting clients.
• Assist in reconciling bank statements and general ledger accounts.
• Maintain organized and accurate financial records and documentation.
• Communicate with all internal departments and external vendors to resolve discrepancies.
• Ensure compliance with company policies and relevant regulations.
• Input financial data into accounting software accurately and timely.
• Provide supporting documentation for audits.
• Bank deposits as needed.
• Other duties as assigned

Payroll

• Collect timesheets for all staff
• Process Change forms
• Compile the hours to be paid, identifying overtime and premiums
• Enter hours to be paid into Payroll System (ADP)
• Verify that hours to be paid are correct.
• Distribute Pay stubs
• Prepare remittances for payroll deductions
• Reconcile the payroll balance sheet accounts
• Answer payroll questions from staff

Reporting

• Preparing, tracking and trending financial and budget reports across departments and investigating/analyzing variances
• Maintaining vacation, sick balances, as well as administering all reporting for WSIB, benefits and other accounts to maintain them in good standing
• Bank Reconciliation and other balance sheet reconciliations
• Assisting with the preparation of the departmental and organizational annual budget
• Suggesting performance improvements, best practices, and creating standard operating procedures in accordance with best practices to ensure excellence in accounting for the Hospice
• Assist/prepare documentation as required for compliance reporting and audits
• Other duties as assigned

Job Requirements

• Post-secondary degree or diploma in Accounting, Commerce or Business Management
• 3 – 5 years accounting experience in a Not-for-Profit organization would be an asset
• General understanding of computerized accounting systems preferably Sage
• Excellent working knowledge of Excel, MS Word and Outlook
• High degree of accuracy and attention to detail while working under tight deadlines
• Excellent organizational, time management and prioritizing skills
• Strong problem identification and resolution skills
• Ability to work independently and as part of a team in a fast-paced environment.
• Proven ability to exercise diplomacy, professionalism and good judgment
• Excellent interpersonal and customer service skills
• Excellent communication skills both verbal and written
• Ability to interpret and implement company policies and procedures
• Knowledge of Blackbaud's Raiser's Edge would be an asset
• A satisfactory current criminal reference check (CPIC) including for Vulnerable Populations

Monday to Friday, thirty-seven and half (37.5) hours per week

• While typical work schedule is normally, Monday to Friday, the ability to work occasional evenings and weekends, to meet hospice program/event needs is required

• Interacts with staff and volunteers
• Significant computer use in an office environment requiring extended periods of sitting
• Exposure to frequent interruptions
• Ability to lift 20 lbs. repeatedly and without restriction
• Some hybrid work may be available; please discuss at time of hiring.

The Finance Coordinator supports the Hospice's charitable and not for profit activities by performing various clerical and administrative tasks such as maintaining accurate financial records, processing transactions, and assisting with financial reporting. Reporting to the Director, Finance Coordinator brings experience and knowledge of Canadian best practice accounting principles.

Key Responsibilities:

Accounts Payable:

•Review and verify invoices and cheque requests.

•Enter invoices into the system.

•Prepare and process payments and cheque runs.

•Monitor accounts to ensure payments are up to date.

•Research and resolve invoice discrepancies and issues.

•Correspond with vendors and respond to inquiries.

•Other responsibilities as assigned.

Accounts Receivable

•Generate and send out invoices.

•Carry out billing, collection and reporting activities according to specific deadlines.

•Reconcile the accounts receivable ledger to ensure that all payments are accounted for and properly posted.

•Verify discrepancies and resolve clients' billing issues.

•Facilitate payment of invoices due by sending bill reminders and contacting clients.

•Assist in reconciling bank statements and general ledger accounts.

•Maintain organized and accurate financial records and documentation.

•Communicate with all internal departments and external vendors to resolve discrepancies.

•Ensure compliance with company policies and relevant regulations.

•Input financial data into accounting software accurately and timely.

•Provide supporting documentation for audits.

•Bank deposits as needed.

•Other duties as assigned

Payroll

•Collect timesheets for all staff

•Process Change forms

•Compile the hours to be paid, identifying overtime and premiums

•Enter hours to be paid into Payroll System (ADP)

•Verify that hours to be paid are correct.

•Distribute Pay stubs

•Prepare remittances for payroll deductions

•Reconcile the payroll balance sheet accounts

•Answer payroll questions from staff

Reporting

•Preparing, tracking and trending financial and budget reports across departments and investigating/analyzing variances

•Maintaining vacation, sick balances, as well as administering all reporting for WSIB, benefits and other accounts to maintain them in good standing

•Bank Reconciliation and other balance sheet reconciliations

•Assisting with the preparation of the departmental and organizational annual budget

•Suggesting performance improvements, best practices, and creating standard operating procedures in accordance with best practices to ensure excellence in accounting for the Hospice

•Assist/prepare documentation as required for compliance reporting and audits

•Other duties as assigned

Job Requirements

•Post-secondary degree or diploma in Accounting, Commerce or Business Management

• 3 – 5 years accounting experience in a Not-for-Profit organization would be an asset

•General understanding of computerized accounting systems preferably Sage

•Excellent working knowledge of Excel, MS Word and Outlook

•High degree of accuracy and attention to detail while working under tight deadlines

•Excellent organizational, time management and prioritizing skills

•Strong problem identification and resolution skills

•Ability to work independently and as part of a team in a fast-paced environment.

•Proven ability to exercise diplomacy, professionalism and good judgment

•Excellent interpersonal and customer service skills

•Excellent communication skills both verbal and written

•Ability to interpret and implement company policies and procedures

•Knowledge of Blackbaud's Raiser's Edge would be an asset

•A satisfactory current criminal reference check (CPIC) including for Vulnerable Populations

Schedule of Hours

Monday to Friday, thirty-seven and half (37.5) hours per week

•While typical work schedule is normally, Monday to Friday, the ability to work occasional evenings and weekends, to meet hospice program/event needs is required

Working Conditions

•Interacts with staff and volunteers

•Significant computer use in an office environment requiring extended periods of sitting

• Exposure to frequent interruptions

•Ability to lift 20 lbs. repeatedly and without restriction

•Some hybrid work may be available; please discuss at time of hiring.

Covid 19 Immunization Policy

Carpenter Hospice has a mandatory COVID-19 immunization policy in place for all employees to follow. Provisions will be made for those employees who provide Written proof of a medical reason, provided by either a physician or RN in the extended class (Nurse Practitioner), that indicates that the individual cannot be vaccinated against COVID-19 and the effective time-period (permanent or time-limited) for the medical reason, OR a written request for exemption under the Ontario Human Rights Code.