Accounting & Payroll Administrator

Stand up for Survivors! Support Children!

For over 40 years, Ernestine’s Women’s Shelter has provided life-changing support to individuals and children fleeing violence and abuse. We are currently seeking a skilled and detail-oriented Accounting & Payroll Administrator to join our dedicated team. This is a vital role within our Finance Department, responsible for the accuracy, integrity, and efficiency of our day-to-day financial and payroll operations.

Position Summary

Reporting to the Finance Manager, the Accounting & Payroll Administrator will manage daily accounting functions and payroll processing, ensuring compliance with non-profit accounting standards and internal controls. This position collaborates closely with other departments to maintain seamless financial operations and supports the preparation of financial reports.

If you have a passion for precision and purpose — and want your work to contribute to a safer, more equitable community — this may be the role for you.

Key Responsibilities

Accounting Duties

• Responsible for full cycle of accounts payable (AP), including to code and record invoices; follow-up on approvals with other department managers.
• Coordinate with Board Directors and Executive Director to approve payments via ACH in RBC Express; distribute payment remittance to vendors and file invoices.
• Maintain vendor and customer accounts in QuickBooks and track outstanding payables and receivables, including credit card statements reconciliation.
• Handle deposits and cheque withdrawals weekly.
• Prepare journal entries, accruals, and adjustments; support month-end closing and financial reporting.
• Work with the direct-service team to process weekly Personal Needs Allowances (PNA) and monthly reimbursements from the City of Toronto.
• Manage and track gift card distribution; maintain accurate monthly records.
• Prepare and remit semi-annual HST rebate applications.
• Assist with the year-end external audit process.

Payroll Duties

• Process semi-monthly payroll (salary and hourly staff) using ADP Workforce Now.
• Calculate wage adjustments, top-ups, vacation payouts, and other required changes.
• Prepare payroll journal entries and reports following each pay run.
• Collaborate with the HR Coordinator to ensure accuracy of employee data.
• Manage Records of Employment (ROEs), T4s, RRSP contributions, and WSIB payments.
• Serve as the primary contact for employee payroll inquiries while maintaining strict confidentiality.
• Stay current on updates and changes from the payroll provider (ADP).

Key Qualifications

• Bachelor’s degree in Accounting, Finance, or a related discipline.
• Payroll Compliance Professional (PCP) designation preferred.
• Minimum 3 years’ experience in full-cycle accounting and payroll, preferably in the non-profit sector.
• Solid understanding of non-profit accounting standards and Generally Accepted Accounting Principles (GAAP).
• Proficiency with QuickBooks, ADP Workforce Now, and Microsoft Office Suite.
• Exceptional attention to detail, accuracy, and organizational skills.
• Proven ability to prioritize tasks, meet deadlines, and work independently.
• A collaborative team player with a proactive and solution-focused mindset.

Position Details

Job Type: Full-time, 1-year contract (to cover a leave)

Hours: 35 hours per week, flexible schedule

Salary: $65,000 – $70,000 annually (prorated to term of contract), two-weeks paid vacation, plus benefits.

How to Apply

If this opportunity resonates with you, please send your resume and cover letter outlining how your experience aligns with the role.

Please include “Accounting & Payroll Administrator” in the subject line.

Ernestine’s Women’s Shelter upholds the principles of anti-oppression and adheres to the Ontario Human Rights Code. We are committed to fostering an inclusive, equitable, and accessible workplace. We strongly encourage applications from all individuals, Two-Spirit, genderqueer, trans and non-binary individuals to apply, including racialized, Indigenous and individuals with disabilities to apply.

If contacted, please advise if you require accommodation at any juncture of the recruitment and/or hiring process.

Application deadline: November 6, 2025

No telephone inquiries, please.