CPA Nova Scotia is the governing and regulatory body for over 5,000 Chartered Professional Accountants and CPA candidates and students in Nova Scotia. Our primary mission is protection of the public by enforcing the highest professional and ethical standards. Our members work in small businesses and multinational corporations, public practice firms, government, academia, not-for-profit organizations, and more.

We are recruiting an Accounting Assistant to join our team. The ideal candidate is a highly organized individual who enjoys working with an efficient team where initiative, innovation, and collaboration are valued.

Overview of Key Responsibilities

Reporting to the Director, Finance & Administration, the Accounting Assistant is responsible for overseeing accounting related duties and supporting the administrative functions of the organization.

• Maintaining financial records by accurately recording transactions in journals, ledgers, and accounting software for CPA Nova Scotia and CPA Nova Scotia Education Foundation.
• Providing support during external audits by preparing documentation and providing explanations for financial records.
• Providing administrative support to the accounting department, such as filing documents, responding to inquiries, and maintaining records.
• Collaborating with other departments and stakeholders to gather information, resolve issues, and ensure accurate financial reporting.
• Maintaining accuracy and precision in all accounting tasks to ensure reliable financial reporting.

Core Responsibilities

• Accounts Receivable
  • Reconcile deposits daily and record transactions.
  • Updating and reconciling receivables balances.
  • Invoicing various receivables such as membership fees, application fees, practice inspections, job postings etc.
  • Processing reversals and refunds.
  • Apply payments in the database and accounting system.
  • Create and maintain product inventory in iMIS.
  • Contacting customers to collect on outstanding accounts.
  • Work with regulatory department to issue suspension/revocation notices for overdue member/firm invoices.
  • Ad hoc reporting on AR (conduct, etc.).

• Accounts Payables
  • Prepare EFT/cheque run on bi-weekly basis.
  • Ensure invoices are approved by appropriate employee/department and procurement policy approval limits and authorities are followed.
  • Code and enter invoices into Sage.
  • Sending EFT payment advice notifications to vendors.
  • Maintain vendor files.
  • Report and remit HST on a quarterly basis, as per CRA requirements.
  • Create and update vendor information as required.
  • Monitor cash balances to ensure adequate cash flow to cover expenses and update Director of Finance on cash balances to be able to set up transfers as needed.
  • Manage petty cash.
  • AP Reconciliations and reporting (aged overdue accounts).

• Month End Closing
  • Monitor bank accounts throughout the month for fraudulent or suspicious activities and report any to Director of Finance and Admin.
  • Complete monthly bank reconciliations for all bank accounts and provide working papers to Director of Finance within 5 business days of month end.
  • Provide other directors (as requested) with GL listings within 5 business days of month end.
  • Update and reconcile balance sheet accounts and adjust as required.
  • Maintain and update outstanding cheque log to ensure issued cheques do not become stale dated and reissue if required.

• Month/Year End Reconciliations
  • Accurately allocate expenditures for prepaid and accruals and enter in Sage.
  • Update Capital Asset listing and record depreciation.
  • Accurately record any receivables related to current year.
  • Follow up with staff/directors/vendors to ensure all invoices/accrual amounts are received and entered.
  • Ensure all invoicing is completed for receivables related to current year.
  • Reconcile the due to/paid to CPA Canada contra accounts to ensure accuracy.
  • Enter clearing entries prior to new year billing.
  • Prepare working papers for balance sheet items to provide to Director of Finance for review.
  • Respond to and provide explanations and backup documents to auditors.
  • Enter any adjusting entries as directed by auditors and Director of Finance and Admin.
  • Source backup documents to support transaction testing as requested.
  • Reverse year end entries after audit and financial statements are received.
  • Enter current year adjusting entries for multi-year prepaids.
  • Organize and maintain annual financial records.
  • Dispose of financial records past the 7-year retention policy.

Experience and Education

We are looking for a candidate with a minimum Diploma in Business or Accounting from a recognized institution with 3 years practical experience in a high volume, fast paced environment. The candidate should have experience working with computerized accounting systems (Sage), databases and MS Office 365 suite of products. The candidate will need to be able to perform bank and other account reconciliations, create and post adjusting entries. This person should have strong oral and written communications skills, along with exceptional attention to detail and accuracy. Self motivated with the ability to organize and complete tasks to meet deadlines with minimal direction will be key to the candidates success along with excellent analytical and problem solving skills. Please note, all staff of CPA Nova Scotia may choose to work remotely on Monday and Friday each week, however, are required to be in person Tuesday through Thursday in our office in downtown Halifax.

To Apply:

All applications, which consist of a cover letter and resume, must be received by 4:00 pm on September 26, 2025. We appreciate your interest in this role, however, only those individuals selected for an interview will be contacted.