Finance and Admin Manager / Hours of Work: 25-30 h/ week.
Program/Department:
Accounting / Job Status: Part Time
Reports To: Executive Director / Effective Date: February 2018
Location: City of London / Date Revised: February 12, 2018
Summary of Function
The Financial and Admin Manager (FAM) is responsible for the overall accounting function, complying with all Government regulations, reporting standards and reporting requirements. The FAM participates in budgeting initiatives, working within the guidelines, policies and mission of the organization. The individual, along with the Executive Director prepares the annual budgets. The FAM also administrates provincially designated funds for the Personal Support Worker Education Program to external organizations as per the funding parameters established by the province through the funding agreement. As part of the Leadership Team the FAM assists todesign workplans and strategic initiatives of the organization. All office management including facilities, procurement of office resources and managing the Finance/Admin team are key accountabilities. The FAMrepresents Meals on Wheels London in a professional mannerat all times.
Duties:
Tech/ Administrative:
1)Manage and coordinate technology contracts. This includes the managed services provider, database systems and other tech vendors
2)Accountable for the overall functionality and improvement of client database systems, collaborating with the Programs and Operations Manager
3)Facilities management duties include negotiating and maintain office equipment contracts, procuring other large equipment and supplies as needed, and managing facilities concerns at the head office, village table and depots
4)Accountable for Human Resources, including policy, onboarding process, and assisting with recruitment and interviewing
Finance:
1)Responsible for the development, implementation, management and evaluation of all activities related to the accounting function.
2)With input from managers and ED, prepares the annual and multi-year organization budgets, providing projections, analysis and recommendations for best practice accounting principles in the development of such.
3)An active member of the Board of Directors’ Finance Committee.
4)Responsible for the structure and management of the accounting database, ensuring accurate reporting of information.
5)Expert management of Great Plains accounting software and high level of competence with Excel.
6)Oversees accuracy and best practice for accounts receivable and accounts payable and payroll ensuring timely reporting, remittance and preparation of annual forms to government agencies and acts as advisor and back-up for each of these functions.
7)Responsible for preparation of Monthly Reporting Package to the Board of Directors.
8)Responsible for preparation and timely submission of Quarterly financial reports to all funders.
9)Responsible for preparation for the organization’s Annual Audit.
10)Responsible for preparation and submission of the Annual Registered Charity Information Return.
11)Ensure proper accounting practices are applied to all fundraising initiatives, reporting and receipting. Work closely with Fund Development coordinator to track all funds received, and any associated designations (ie. From grant funding) ensuring appropriate reporting and tracking functions are prepared from an accounting perspective.
12)Administrate the PSW training program: coordinate communications with stakeholders, ensure compliance with Ministry standards, maintain accurate records, provide support to organizations and educational providers in regards to utilization of funds, complete all associated reports, and prepare final report for Ministry of Health and Auditors.
Lead/Manage:
1)Hire,manage, supervise, support, evaluate and develop finance and administrative staff.
2)Work with the leadership team to ensure accountabilities are being met and support organizational objectives and key priorities
Job Specifications/Qualifications
Knowledge/Education: /
- University or College diploma in accounting and/or a minimum of three years experience.
Skills: /
- Effective communication both written and verbal, strong interpersonal, organization, planning, analytical and problem solving skills, ability to work independently and cooperatively both in consultation and jointly with others
Responsibilities: / Management of accounting function
General office management
Effort (mental/physical): /
- Stress related to deadlines
Working Conditions /
- Demanding time lines in a fast paced environment
- Volume of work required in part time work schedule
Talent: /
- Leadership capacity, ability to shape own work and contribute to overall mission of organization.
Licences/Miscellaneous qualifications /
- CMA, CGA or Equivalent
I acknowledge that I have reviewed and understand the responsibility of the position as outlined above and that it is accurate to the best of my knowledge.
Name (please print):______
Incumbent Signature: ____Date: ______
Supervisor’s Approval: ______Date: ______