Financial Coordinator

ELIGIBILITY TO APPLY

Anyone eligible is invited to apply for this position.

PRIMARY FUNCTION

Reporting to the Manager, Finance, the Coordinator, Finance supports the accurate and timely processing, reconciliation, documentation, and reporting of the organization's financial transactions. The position plays a key role in accounts payable, accounts receivable, banking, expense management, financial record-keeping, and month-end processes while providing responsive support to employees, vendors, funders, and other stakeholders.

The Coordinator works within established financial policies and internal controls, maintains reliable audit trails, identifies discrepancies or control concerns, and escalates matters requiring management review.

KEY ACCOUNTABILITIES

1. Accounts Payable and Expense Management
   • Review and process vendor invoices, employee expenses, corporate credit card transactions, honoraria, and other payment requests accurately and on schedule.
   • Confirm that submissions include appropriate supporting documentation, authorization, account coding, departmental or funding information, and evidence of compliance with applicable policies.
   • Prepare payment batches and supporting reports for management review and authorized release.
   • Maintain complete and secure vendor records, including payment information and required documentation, in accordance with established procedures.
   • Monitor outstanding and incomplete submissions and work with employees and vendors to resolve missing information, duplicate submissions, coding issues, and payment inquiries.
   • Support employees using Expense Management software and related finance submission processes.
   • Identify unusual transactions, potential duplicate payments, documentation deficiencies, or policy exceptions and escalate them appropriately
2. Accounts Receivable and Revenue Processing
   • Collaborate with internal teams to prepare and issue accurate invoices for programs, rentals, funders, sponsorships, events, and other organizational activities.
   • Record and apply incoming payments and maintain accurate customer and receivable records.
   • Maintain the accounts receivable subledger, reconcile it to the general ledger, and investigate differences.
   • Review aged receivables regularly and coordinate timely follow-up with internal departments and external customers.
   • Reconcile revenue received through electronic payment, fundraising, and event platforms, including related fees, refunds, chargebacks, and settlement deposits.
3. Banking and Cash Management
   • Record, reconcile, and prepare bank deposits and maintain complete supporting documentation.
   • Prepare assigned bank and credit card reconciliations for management review and follow up promptly on outstanding or unusual items.
   • Administer and reconcile petty cash or other cash funds, where applicable.
   • Support secure and accurate electronic payment and banking processes in accordance with established authorization requirements.
4. Reconciliations and Month-End Support
   • Complete assigned reconciliations, which may include bank, credit card, accounts payable, accounts receivable, revenue, clearing, and balance-sheet accounts.
   • Investigate discrepancies, document findings, clear outstanding items, and escalate unresolved matters on a timely basis.
   • Prepare supporting schedules and working papers for monthly, quarterly, and year-end reporting.
   • Assist with journal entry preparation, accruals, prepaid expenses, deferred revenue, and account analysis, as assigned.
   • Support accurate period cut-off by helping ensure transactions are recorded in the appropriate accounting period.
   • Assist with audit preparation and provide routine documentation and explanations in response to audit requests.
5. Tax and Government Reporting Support
   • Prepare reconciliations and supporting schedules for GST/HST returns, Public Service Bodies' rebate filings, and other assigned government remittances.
   • Maintain organized supporting documentation and assist in resolving discrepancies identified during review.
6. Financial Systems, Records, and Data Quality
   • Process and maintain financial information in related financial, expense, payment, and reporting systems.
   • Perform routine data validation and identify incomplete, inconsistent, or duplicate financial records.
   • Support the transition from legacy or manual processes to standardized digital workflows.
   • Assist with testing financial processes, reports, system configurations, and approved process improvements.
   • Maintain procedure documents, templates, reconciliation files, process guides, and other finance records in an audit-ready format.
   • Use Excel and other reporting tools to prepare reconciliations, analyze transactions, and support financial reporting.
7. Customer Service and Organizational Support
   • Provide clear, respectful, and solutions-focused support to employees, vendors, program teams, funders, and other stakeholders regarding invoices, payments, expense submissions, account coding, documentation requirements, and transaction status.
   • Explain and consistently apply financial requirements while maintaining positive and collaborative working relationships.
   • Provide first-level guidance to employees using expense and finance submission systems and refer system or policy issues as appropriate.
   • Identify recurring processing problems, inefficiencies, and opportunities for improved controls or automation, and recommend practical improvements to the Manager, Finance.
   • Participate in department and organization-wide initiatives, training, and meetings, and perform other related responsibilities as assigned.
8. Compliance and Internal Controls
   • Work within established financial policies, procedures, approval requirements, and segregation-of-duties controls.
   • Maintain confidentiality and safeguard financial, banking, employee, vendor, and organizational information.
   • Comply with applicable legislation and organizational requirements, including privacy, records management, accessibility, procurement, and audit requirements.
   • Promptly identify and escalate suspected errors, control weaknesses, policy exceptions, or irregular transactions.

QUALIFICATIONS AND EXPERIENCE

• Post-secondary education in accounting, finance, business administration, or a related field, or an equivalent combination of education and relevant experience.
• Two to three years of relevant experience in accounting, bookkeeping, or finance administration, including practical experience with accounts payable, accounts receivable, and account reconciliations.
• Working knowledge of general accounting principles, including debits and credits, accrual accounting, transaction coding, supporting documentation, and financial controls.
• Experience using an ERP, accounting, or cloud-based financial system; experience with Financial Edge NXT, Sage 300, or Blackbaud products is an asset.
• Intermediate to advanced Excel skills, including formulas, lookups, pivot tables, filters, data validation, and working with large datasets.
• Demonstrated ability to investigate discrepancies, exercise sound judgment, document conclusions, and recognize when an issue should be escalated.
• Strong organizational skills and the ability to manage recurring deadlines, competing priorities, and detailed work with a high level of accuracy.
• Strong written and verbal communication skills, including the ability to explain financial requirements clearly and respectfully to people without a finance background.
• Experience in a charity, non-profit, municipal, or broader public-sector environment is an asset.
• Experience with electronic payment platforms, expense management systems, workflow automation, or process improvement is an asset.
• Demonstrated commitment to responsive service, collaboration, confidentiality, and continuous learning.

POSITION DETAILS

Employment status

Full-Time Permanent

Union status

Union Position - CUPE Local 2998 – Wage Grade 9

Compensation

$29.36 /hour starting rate (City of Toronto 2026 Wage Grid for Union Staff) (Range $29.36/hour-$34.00/hour)

Benefits

Enrolled in health, dental, life and disability benefits after completing probation; Optional enrolment in OMERS pension plan from day one.

Hours

40 hours per week, Monday to Friday 9:00 a.m. – 5:30 p.m., some evenings and weekends may be required as needed.

Work location

Primarily onsite at The 519 with limited opportunities to work from home.

Vacation

3 weeks per year; available for use after one year of employment