Finance Administrative Assistant

Position

: Finance Administrative Assistant Start date

: As soon as possible Annual salary

: $55, 336 – $75,093 based on experience Duration

: Permanent Full-Time (32 hours per week) Responsible to

: Finance Coordinator L’Arche Ottawa is seeking an organized, dependable and collaborative Finance Administrative Assistant to support the day-to-day work of the finance office.

Working closely with the Finance Coordinator, this role is responsible for timely deposits, invoice processing, expense and household reconciliations, and accurate financial records. The position also provides administrative and backup support for reporting, budgeting, year-end, audit and funder requirements. Location

We currently have four L’Arche houses in Ottawa where people with and without disabilities live together. We have a Community Centre located 11 Rossland Ave, Ottawa, ON, where our administration team works. Our community gatherings also take place in our Community Centre. Key Responsibilities

Deposits, Receivables and Funding Claims

Prepare and record regular deposits, including monthly donations, rent cheques and benefit co-payments for employees on leave. Prepare invoices for one-to-one support provided to core members and ensure they are issued by the required monthly deadline. Compile and submit Passport receipts through March of Dimes/PassportOne and maintain supporting records. Ensure deposits and incoming funds are recorded accurately and promptly in the accounting system. Accounts Payable and Expense Processing

Process general supplier invoices through the established approval workflow and prepare weekly payment batches. Process La Source construction invoices according to the project payment schedule and maintain complete supporting documentation. Review and process personal expense claims and mileage submissions within established timelines. Prepare purchase orders and support purchasing documentation, research and recommendations when requested. Provide backup support for VISA payments and for confirming that sufficient funds are available for payroll. Reconciliations and Financial Records

Complete monthly house budget reconciliations and office petty cash reconciliations, following up on missing or unclear documentation. Maintain accurate, organized and up-to-date electronic and paper finance files. Enter recurring transactions and other approved financial information in QuickBooks. Provide backup support for bank and VISA reconciliations and for the monthly close process. Financial Reporting and Budget Support

Assist the Finance Coordinator with monthly and quarterly financial reporting, including Board and Finance Committee reports. Assist with Passport utilization reporting and other internal financial tracking. Support the annual budget process, including gathering information, preparing schedules and entering the approved budget into QuickBooks. Help create and distribute finance guidelines, forms and best practices for homes and office staff. Year-End, Audit and Compliance Support

Participate in year-end preparation, including reconciliations, expense reports, accounts receivable and payable schedules, accrual documentation and general ledger clean-up. Prepare and organize documents requested for the external audit and respond to follow-up requests in collaboration with the Finance Coordinator. Assist with the review and distribution of audited financial statements and AGM materials. Provide administrative support for required filings and funder reports, including MCCSS reports, the HST rebate, T3010 and Sunshine List reporting. Team and Operational Support

Work collaboratively with the Finance Coordinator, leadership team, home teams and other administrative staff to resolve routine finance questions and meet deadlines. Maintain confidentiality and exercise sound judgment when handling payroll, banking, employee, donor and core member information. Provide backup support for finance tasks during absences and periods of high workload. Complete other related duties assigned by the Finance Coordinator or management. Qualifications and Skills

Post-secondary education in accounting, finance, business administration or a related field, or an equivalent combination of education and relevant experience. Experience with accounts payable, deposits, reconciliations and financial record keeping. Proficiency with QuickBooks and Microsoft Excel; strong working knowledge of Word, Outlook and other Microsoft 365 applications. Excellent attention to detail and the ability to organize competing priorities, meet recurring deadlines and follow established financial controls. Strong analytical, problem-solving and communication skills. Ability to work independently while contributing positively to a collaborative team environment. Professionalism, diplomacy and sound judgment when handling sensitive and confidential information. Experience in a nonprofit, charitable, social service or MCCSS-funded environment is considered an asset. Ability to communicate in both English and French is considered an asset. A current Police Record Check for the Vulnerable Sector is required. Work Schedule

This is a permanent 32-hour-per-week position, normally worked over four days. The regular work schedule will be established with the successful candidate. Some flexibility may occasionally be required during audit, budget, month-end or year-end periods. Equity and accommodation

When you apply to L’Arche Ottawa, you are applying to a community that embraces diversity. We are committed to employment equity and to a work environment where differences enrich and transform our community. Please let us know if you require accommodation during the recruitment process, and we will work with you to meet your accessibility needs. We thank all applicants for their interest. Only candidates selected for an interview will be contacted. More than one interview may be required before a hiring decision is made.

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