Finance Administrative Assistant Jobs

Employment Type: Full-time

Department: Finance

Union: Excluded

File #: 23-F&A-01

Posting Date: July 5, 2023

Posting Close: July 19, 2023

Dixon Hall is a multi-service agency located in the heart of east downtown Toronto committed to realizing the vision of a city where everyone thrives. Since 1929, we have been touching the lives of thousands of our community’s most vulnerable residents by providing a range of programs and services across every stage of life. We create lasting solutions to end poverty, social injustices, and isolation in Toronto. We value respect, diversity, integrity, care, compassion, and accountability.

Reporting to the Director, Finance, the Finance Administrative Assistant is responsible for administrative and project support for their designated department. Responsibilities include, but are not limited to, organizing, and scheduling appointments, taking minutes, developing and maintaining a filing system and assisting as the main point of contact for internal and external stakeholders. This position works closely with the Finance team.

Duties And Responsibilities

• Download and prepare various monthly reports and sort them to disperse to Finance Team
• Support audits by providing necessary documentation and information as requested.
• Provide support to grant management activities, including assisting with grant proposals, supporting grant budgets and expenditures, and ensuring compliance with grant requirements.
• Review documents, reports, and correspondence prepared for signature, checking for format, content, grammar, and spelling, and making necessary edits.
• Book meetings and manage the calendar for the Director of Finance, and the Finance team, ensuring efficient scheduling and coordination.
• Track gift card purchases and distribution, ensuring proper documentation and accountability once managers submit to finance
• Assist with special assignments or projects as assigned by the Director of Finance.
• Coordinate office maintenance tasks and oversee the ordering of office supplies.
• Assist AP in review invoices from various departments at Dixon Hall, ensuring accuracy and proper coding.
• Assist the Director of Finance in coordinating departmental objectives to ensure deadlines are met, maintaining and updating a priority list for Finance management.
• Assist and contribute to the preparation of budgets and provide support in the monitoring of budget allocations.
• Compile and process expense reports for members of the leadership team, ensuring accuracy and adherence to company policies.
• Manage finance contracts by filing them in the appropriate folders, logging duration, amount, and reporting requirements, and effectively communicating with managers in the Finance department.
• Assist with online submissions of reports for granting agencies and budget proposals, inputting information into required templates and reviewing calculations for accuracy.

Qualifications

• High standards of ethics and confidentiality to handle sensitive information.
• Relevant post-secondary education in finance, accounting, business administration or equivalent
• Must have up-to-date vaccinations on COVID-19 with a vaccine that has been approved for use in Canada.
• Must be qualified to work in Canada legally for the employer.
• Superior organizational, analytical, problem-solving abilities.  
• Minimum of one (1) year of related experience in a finance administrative role.
• Demonstrable excellent interpersonal skills, along with a high level of professionalism, energy, speed and accuracy.
• Demonstrable ability to exercise good judgment and use discretion.
• Experience using Adagio Accounting an asset.
• Excellent computer skills including proficiency in Microsoft Office, including Outlook, Word and Excel.  
• Ability to manage multiple projects and deadlines, prioritize, take initiative. 
• Able to provide a Vulnerable Sector Screening check with a ‘Clear’ or satisfactory result that meets the operational requirements of the Agency.
• Self-directed and independent, as well as proven experience in working effectively as an interdisciplinary team member.

Dixon Hall is dedicated to fostering an inclusive selection process and work environment, guided by their Race Relations and Employment Equity Policies. If selected for an interview, please inform the hiring manager or the People and Culture team of any accommodations you may require during the interview process.

To achieve their goal of inclusivity and diversity, Dixon Hall is actively seeks exceptional candidates from varied backgrounds and with lived experiences. Individuals who self-identify as being from marginalized communities, including Indigenous peoples, racialized persons, persons with disabilities, and those from the 2SLGBTQIA+ community or who have experienced homelessness, are strongly encouraged to apply.

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