Part-Time Finance Manager Jobs

PART-TIME FINANCE MANAGER - 22.5HRS (3 DAYS) PER WEEK

AGENCY SUMMARY

Women’s Habitat is a multi-service feminist organization supporting women-identified individuals and their dependents impacted by intimate partner and familial violence and poverty. Women’s Habitat provides shelter and services to self-identified women and their dependents who are survivors of violence. Our 25 bed emergency shelter has been providing a safe place to rebuild since 1978.An Outreach Centre was opened in South Etobicoke in 2006 to provide services to women and children in the community.

JOB SUMMARY

Reporting to the Executive Director, the Finance Manager is a member of the management team specifically responsible for overseeing and managing the financial health of the agency, operations maintenance and contract management. The Finance Manager currently has one direct report; the Accounting Coordinator. This leadership position ensures financial accountability, operational effectiveness, efficiency and contributes to the overall growth of the agency.

RESPONSIBILITIES

Finance Responsibilities

• Ensure accuracy of all financial information including accounting database systems.
• Provide expert financial and budgeting advice and guidance to Managers, compiling and analyzing the consolidated operational budget.
• Review and update journal entries as needed and maintain sub-ledgers for Fixed Assets
• Prepare and present monthly financial report to Executive Director and Treasurer, providing useful insights that may benefit the agency.
• Prepare financial information (profit and loss, balance sheet, cash flow, variance analysis), schedules and reports.
• Perform monthly review of accounting records and reports
• Make authoritative recommendations around the establishment of finance policies and standards, and ensure appropriate implementation of financial processes or procedures. Provide substantive input to the development of the agency’s financial controls.
• Prepare month-end accruals ensuring proper matching and revenues with expenditures.
• With approval from the Executive Director, plan, develop and prepare annual budget for the entire agency.
• Ensure polices, standards, deadlines, regulatory and funder requirements are met. Including all levels and many branches of government, as well as private and public and private foundations:
• Manage the financial reporting cycle, produce and oversee, for review, all financial returns, reports and other financial documents for external and internal stakeholders.
• Provide expert financial advice and guidance to Managers with regard to balance sheet issues such as deferred revenue, accrued expenses and amortization of capital assets.
• Maintain balance sheet schedule.
• Manage and oversee all accounting and bookkeeping for the agency including, but not limited to: accounts payable and receivable, inventory and assets, banking and payroll.
• Perform cash management functions such as short-term investing and bank. transfers ensuring the agency has enough cash on hand to meet its obligations.
• Attend all Finance and Audit Committee meetings and prepare and present quarterly financial report to Finance and Audit Committee. providing useful insights that may benefit the agency.
• Assist Manager of Philanthropy and Resources with the preparation of funding applications.

Prepare and submit report on how funds were used from Transfer Payment Ontario (TPON)/MCSS, CRRF and United Way.

oComplete all financial reporting to the United Way Toronto and York Region.

oComplete the financial section of the quarterly report for the major agency funder, the Ministry of Community and Social Services (MCSS).

oPrepare MCSS annual budgets.

oPrepare TPAR report to MCSS.

oPrepare and track grant budgets as required.

• Act as the primary liaison with the external auditors to coordinate the fiscal year audit as well as Program audits as required. Prepare all financial information for annual audit with support of the Accounting Coordinator.
• Ensure all tax rebates, reductions and advantages are pursued and that the agency is meeting its requirements with the Charitable Tax Act.
• Oversee and report the filing of HST return.
• Identify agency financial needs and make recommendations.
• Prepare and file Registered Charity return.
• Good relationships with the banks.
• Coordinate with bank to ensure maintenance of GIC investment plan.
• Create and distribute finance forms and templates.
• Reconcile and oversee petty cash account.

Operations and Administration Responsibilities

• Analyze and organize office operations and procedures to increase efficiency and productivity.
• Negotiate and manage contracts with all agency vendors and service providers.
• Approve bi-weekly payroll cycle, process ROEs, T4 and T4A administration for all employees and process payroll in Accounting Coordinator’s absence.
• Oversee and maintain overall responsibility for the work of the Accounting Coordinator. Provide ongoing support and guidance to the Accounting Coordinator.

Other

• Participate in board and committee meetings.
• All management responsibilities for direct report, including supervision, performance appraisals, training, general guidance and direction; and
• Assist in fundraising activities if needed and serves as an ambassador for the agency.
• Other duties as assigned by the Executive Director.
• Monitoring, tracking and approval of time off work.
• Attend all agency meetings as required and monthly management team meetings.

QUALIFICATIONS

• Minimum 5 years experience using accounting software, ideally QuickBooks Desktop, Sage, MYOB, JD Edwards or SAP.
• Advanced ability to research and analyze complex concepts and plan strategically.
• Minimum 5-7 years of Financial Management experience.
• Advanced knowledge of Excel including (VLOOKUP, MATCHES, INDEX and PIVOT).
• Very strong priority and time management skills.
• Exceptional written and verbal communication skills.
• Demonstrated strong & detailed troubleshooting knowledge as well as general problem-solving skills.
• Sensitivity and awareness of cultural, racial, economic and socially diverse communities.
• Demonstrated strong project planning abilities.
• Minimum 2 years experience using payroll and time and attendance tracking software ideally ADP, EZLabor and Sage50, also using QuickBooks in a payroll capacity.
• Minimum 3-5 years progressive management experience, preferably in a unionized environment.
• Ability to manage multiple priorities and meet deadlines.
• Undergraduate degree in Finance or Accounting.
• CA/CPA designation is required.

CORE COMPETENCIES

Each employee will adhere to, and reflect in all areas of your work, the policies, procedures, mission and values of Women’s Habitat.Therefore, each employee will have the following competencies:

1. Ensure that the Health and Safety guidelines are followed in accordance with the policies and procedures of the agency.
2. Ensure appropriate notification of child abuse as required by the Child and Family Services Act.
3. Adhere to and abide by Women’s Habitat’s harm reduction philosophy.
4. Ability to conduct trauma-informed work when dealing with agency clients.
5. Understand and adhere to the Ontario Human Rights Code at all times and in all aspects of your work.
6. Understand and implement anti-oppression and equity principles in all aspects of your work.
7. Ability to respond to a crisis in ways appropriate to your role at Women’s Habitat.
8. Demonstrate willingness and the necessary skills to attend to conflict and tension with colleagues and non-client stakeholders.
9. Engage in constructive communication with peers, staff, clients, volunteers and other stakeholders, share information in an appropriate and timely manner and adhere to the agency’s confidentiality agreement.
10. Ability to critically examine how you carry out your role and takes responsibility for the impact of your behaviour on others.
11. Demonstrate a commitment to continuous learning in order to ensure the delivery of high quality service.
12. Has the ability to work collaboratively as part of an effective team to best meet the evolving needs of clients and advocate on their behalf.
13. Build strong working relationships and communication with colleagues, the management team and other stakeholders to ensure optimal efficiency and fulfillment of Women’s Habitat’s mandate.
14. Ensure timely, accurate and effective communication with regards to Women’s Habitat and/or program specific policies and procedures.
15. Able to manage competing and conflicting priorities effectively and efficiently.
16. Flexible and open to learning new concepts.