Finance Administrator

POSITION DESCRIPTION

Title: Finance Administrator

Reporting To: Director of Finance

Position Type: Full-Time

Location: Ottawa, ON

Position Overview

The Finance Administrator is responsible for supporting the day-to-day financial operations of the organization and its affiliated entities, including branches and the Foundation. This role performs a broad range of accounting and administrative functions, including accounts payable, account reconciliations, payroll administration support, banking, financial record maintenance, and regulatory reporting.

The ideal candidate is highly organized, detail-oriented, and committed to delivering accurate financial information while providing excellent service to internal stakeholders, volunteers, and branch leaders. Working within a nonprofit environment, the Finance Administrator plays a key role in maintaining efficient financial processes and supporting organizational accountability.

Key Responsibilities

Financial Administration & Accounting (80%)

• Process accounts payable invoices, expense claims, electronic fund transfers, and cheque payments in accordance with organizational policies.
• Prepare and process regular bank deposits and maintain supporting documentation.
• Perform monthly bank reconciliations for organizational, branch, foundation, and charitable accounts.
• Reconcile accounting records between financial and CRM membership management systems.
• Process and code corporate credit card transactions and maintain supporting documentation.
• Maintain accounts receivable records and assist with collection follow-up as required.
• Prepare intercompany transactions and reconciliations between the national office, branches, and related entities.
• Maintain monthly schedules and supporting documentation for investments, prepaids, deferred revenue, vacation accruals, and other balance sheet accounts.
• Prepare journal entries and assist with month-end and year-end closing activities.
• Assist with the preparation and filing of GST/HST returns and other government remittances.
• Support annual audit and review engagements by preparing schedules, reconciliations, and requested documentation.
• Prepare conference, event, and project financial reconciliations.
• Process branch fee transfers and expense allocations between organizational entities.
• Assist with the preparation and distribution of monthly financial statements and reports.
• Maintain accurate and organized electronic financial records and supporting documentation.
• Ensure financial transactions comply with organizational policies, accounting standards, and regulatory requirements.

Payroll & Benefits Administration (10%)

• Support the administration of bi-weekly payroll processing and related employee changes.
• Maintain payroll and benefits documentation and records.
• Coordinate Group RRSP contributions and related remittances.
• Assist with year-end payroll reporting, including T4s, T4As, Employment Health Tax filings, and other statutory requirements.
• Support employee onboarding and offboarding processes related to payroll and benefits administration.

Organizational Support & Branch Services (10%)

• Serve as a primary point of contact for branch treasurers regarding financial processes, reporting, and transactions.
• Provide administrative support related to branch operations, conferences, awards, and special projects.
• Maintain positive working relationships with volunteers, vendors, staff, and external stakeholders.
• Assist in documenting and updating finance procedures and process improvements.
• Respond to financial inquiries in a timely and professional manner.

Qualifications, Competencies & Values

Education

• Diploma or degree in Accounting, Finance, Business Administration, or a related field.
• Accounting designation in progress (CPA, PCP, or equivalent) is considered an asset.

Experience

• 3-5 years of accounting, bookkeeping, or finance administration experience.
• Experience in a nonprofit, national association, charity, or membership-based organization is an asset.
• Experience with full-cycle accounts payable, reconciliations, and payroll support.

Technical Skills

• Strong proficiency in Microsoft Office, particularly Excel.
• Experience with accounting software such as Sage 50, QuickBooks, QuickBooks Online, or similar platforms.
• Experience using CRM membership or database management systems is considered an asset.
• Ability to learn new financial and operational systems quickly.

Communication

• Strong verbal and written communication skills.
• Ability to communicate financial information clearly to both financial and nonfinancial stakeholders.

Organization & Time Management

• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and meet recurring deadlines.
• Strong organizational and record-keeping skills.

Relationship Building

• Professional, collaborative, and service-oriented approach.
• Ability to work effectively with staff, volunteers, board members, and external partners.

Problem Solving

• Demonstrated ability to identify issues, investigate discrepancies, and propose practical solutions.
• Ability to exercise sound judgment and maintain confidentiality.

Values

• Commitment to integrity, accountability, and continuous improvement.
• Alignment with the mission and values of the nonprofit sector.

Location and Travel

• This role is primarily remote/work-from-home.
• Occasional travel within Canada may be required for meetings, conferences, or organizational events.
• Organization-provided equipment must be used for all work-related activities.