Job Summary:

Responsible for performing day-to-day accounting duties such as coding, recording, posting and processing transactions, reconciling and posting month end entries.  Processes one or more of accounts receivable, accounts payable and payroll. Maintains and updates accounting records.  Performs a variety of clerical duties in support of the organization’s accounting function.  Checks source documents, enters data into computerized accounting systems and maintains a variety of records.  Oversees the accounting function of the organization.  Ensures accurate recording and reporting of financial information.  Produces financial statements, analyzes financial information and provides advice on financial matters.

Reports to:

The Co-CEOs working collaboratively with the Executive Coordinator.

Key Duties and Responsibilities:

The Bookkeeper – Accounts Payable & Accounts Receivable (B – AP/AR) is responsible for ensuring the finances are being accounted for in accordance with the forecasted Budget and that any variance of this is documented and communicated to the Co-CEOs and QCLA Board.

1. Work directly with the Co-CEOs to create and maintain monthly Budgets.
2. Provide a Quarterly Budget for the Board of Directors.
3. Prepares and deposits cash receipts; maintains bank account records, reconcile bank accounts and balance cheque books.
4. Codes, records and posts transactions and source documents in journals and the general ledger, including complex transactions such as invoices, receipts, lease, amortization and major asset acquisition; to the appropriate accounts for approval, prepare cheques and submit payments.  Inputs data from source documents into computerized accounting systems or spreadsheets.
5. Prepare and process payroll in a timely manner.
6. Maintain, process and reconcile the petty cash funds & transactions.
7. Maintain accounts by verifying, allocating and posting transaction.  Maintains and updates accounting records by performing duties such as recording and posting transactions in journals and the general ledger for accounts payable, accounts receivable and payroll.  Performs basic calculations from source documents such as the total number of hours worked from employees’ timesheets and the total amount owed to vendors from invoices.
8. Analyzes, produces trial balances of, and reconciles balance sheet accounts; makes adjustments as necessary.
9. Prepares and issues invoices and follows up on late accounts in accordance with established procedures.   Prints or types cheques for signing.  Compares cheques to source documents to ensure accuracy.  Distributes cheques to staff and vendors to pay approved invoices.
10. Record month end entries and prepare monthly accounting reconciliations for all accounts.  Produces annual and/or monthly budgets and cash flow projections, financial statements and other financial reports required by senior management, board of directors, regulatory bodies and funders.
11. Monitors and analyzes cash flow, expenditures, journal and ledger entries, bank statements, account activity and other accounting and financial records. Makes recommendations with respect to the organization’s accounting practices, financial matters and systems to Management & the Board.
12. Checks source documents such as timesheets, invoices and expense claim forms for accuracy and completeness.
13. Compile, maintain and produce statistics, summaries and reports.  Prepares various accounting summaries and reports. Compiles, maintains and produces statistics and reports of such records as seniority lists, vacation entitlement, and sick leave and overtime banks.  Prints pre-defined reports from computerized accounting systems or spreadsheets.
14. Administer group insurance and pension plan payments.
15. Submits forms to health and welfare benefit carriers to arrange for, change and terminate coverage for employees. Assists employees in submitting claim forms. Maintains records of benefit enrolment.
16. Responds to inquiries and requests regarding payroll, benefits and other bookkeeping duties. Follows up to resolve errors and discrepancies in accordance with established procedures.
17. Ensures financial recording accuracy and compliance with Generally Accepted Accounting Principles (GAAP) and established internal controls and procedures. Investigates and follows up to discuss, correct or report unusual or questionable entries or account balances.  Follow up to resolve errors and discrepancies in accordance with established procedures.
18. Assists the accountant or financial manager in the preparation for audit and the production of financial statements, budgets and other financial reports by performing such duties as providing related documentation, preparing various accounting summaries and reports, and compiling statistics.
19. Work directly with the Board appointed Auditor as needed.  Prepares documentation for audit purposes; produces audit working papers as required.
20. Assigns work, provides direction to clerical staff and ensures that assigned tasks are completed.
21. Confidentiality is a must. 
22. All other duties as assigned and required.
23. Performs other related duties as required.

Qualifications:

This position requires Grade 12 or GED.  Preference is given to those candidates who have post-secondary education in the Bookkeeping, Accounting, Economics, Payroll, Business or Office Procedures fields and a minimum of two (2) years of proven recent bookkeeping and payroll related experience or the equivalent combination of education, training and experience.  Equivalencies are outlined on our selection criterion rating guide for competitions for regular employment. 

This position requires a clear Criminal Record Check with the ability to work around Children or Vulnerable Adults.

Job Skills and Abilities:

Strong Accounting and Bookkeeping skills with attention to detail.  Experience with Quick Books, Excel and Word. 

This position requires an individual who has strong teamwork skills, strong communication skills (written and oral), positive attitude and excellent organizational skills.   It requires a good understanding of diverse abilities and teaching methods.   Augmentative communication skills are an asset for this position.  The position requires openness to cultural diversity and support for nurturing family and support networks relationships.

A moderate level of physical fitness is required of this position since direct delivery of services may involve walking, standing, kneeling, lifting etc.

Direct program delivery experience in the community social service sector with a demonstrated working knowledge of community-based programs and related provincial and community support services is preferred.

Wages:

Are negotiable on experience and qualifications