Accounting and Payroll Administrator

AboutCivicAction
CivicActionLeadership Foundation is a leading civic engagement organization working to build livable inclusive cities across the Greater Toronto and Hamilton Area. For over two decades the organization has mobilized leaders from business government and community sectors to address complex regional challenges through collaboration leadership development and systems-level influence.

Operating at the intersection of sectorsCivicActionconvenes decision-makers fosters cross-sector partnerships and advances initiatives that respond to critical regional issues such as housing and affordability economic opportunity infrastructure and climate and civic leadership. Through strategic convening leadership development and issue-based workCivicActionconnects emerging and established leaders to opportunities for collective action and regional impact.

Reports to: CEO or Director Corporate Operations

Works closely with: Fractional CFO external auditor payroll and benefits providersprogramand fundraising staff

Role type: Full-time hands-on accounting and payroll administration role

Salary range: $50000 to $55000 plus employer-paid benefits

Deadline: The position will remain open until filled. Applications will be processed on a rolling basis.

Position Summary
CivicActionis seeking an Accounting and Payroll Administrator to manage the organizations day-to-day accounting administration and payroll processingin house. This roleis responsible fortransaction processing accounts payable accounts receivable support payroll administration reconciliations financial recordkeeping report generation audit support and general finance administration.

Key Responsibilities

Accounting administration

• Process and record day-to-day financial transactions accurately and on time.
• Maintain the general ledger and ensure transactions are coded correctly.
• Prepare and enter journal entries asrequired.
• Process accounts payable including invoices expense claims and payment support documentation.
• Prepareaccountsreceivable records invoices and receipt tracking asrequired.
• Record donations grants sponsorships contracts and other incoming funds accurately.
• Maintain orderly accounting records and supporting documentation in digital files.
• Support month-end and year-end close by preparing schedules reconciliations and working papers.
• Run standard financial reports from the accounting system as requested.

Payroll administration

• Prepare and process payroll accurately and on schedule.
• Maintain payroll records employee pay data and payroll-related documentation.
• Coordinate payroll changes including new hires departures salary changes vacation updates and benefit deductions.
• Reconcile payroll registers to the general ledger.
• Coordinate payroll remittances and payroll-related filings asrequired.
• Support year-end payroll processes including tax slips and related documentation.
• Liaise with payroll and benefits providers to resolve issues.
• Maintain confidentiality and care in handling employee payroll information.

Reconciliations and finance support

• Complete bank and credit card reconciliations on a regular schedule.
• Reconcile payroll accounts payable accounts receivable and selected balance sheet accounts.
• Track outstanding invoices follow up on missing documentation and flag issues promptly.
• Preparefinancesupport schedules for the CEO Director Corporate Operations and fractional CFO.
• Assistwith cash tracking by keeping records current andidentifyingtiming issues in receipts or payments.
• Help prepare documentation required for grant claimsfunderreporting and the annual audit.

Administration and coordination

• Maintain finance calendars payment schedules and filing deadlines.
• Help improve consistency in finance processes templates and file organization.
• Coordinate with staff to obtain invoices approvals coding details and supporting backup.
• Support benefits administration as assigned.
• Provide general administrative support to the finance function as needed.

Qualifications

• Diploma or degree in accounting bookkeeping payroll finance administration ora relatedfield.
• Minimum 3 to 5 years of experience in accounting administration bookkeeping payroll or a similar finance support role.
• Experience processing payroll andmaintainingpayroll records.
• Experience with accounts payable accounts receivable reconciliations and general ledger support.
• Experience working in a nonprofit charity or small organization is an asset.
• Familiarity with audits and year-end file preparation is an asset.
• PCP certification or progress toward it is anasset butnotrequired.

Skills and Capabilities

• Strong accuracy and attention to detail.
• Strong organizational and file management skills.
• Ability to manage recurring deadlines and multiple priorities.
• Sound judgment in handling confidential information.
• Clear and professional communication.
• Ability to follow procedures andmaintainconsistent records.
• Comfort pulling reports and providing support data as requested.
• Strong QuickBooks and Excel skills including the ability tomaintainaccuraterecords prepare reconciliations and run reports.