Finance & Administration Clerk

Children Believe Fund • Markham, ON

8d • CA$48,000 - CA$58,000 • Onsite

About The Position

The Finance and Administration Clerk is a permanent, full-time, in-office position reporting to the Manager, Finance. This role contributes to the effective operation of the Finance team and head office by providing reliable support in accounts payable, mail opening, and day-to-day office administration. The successful incumbent will be highly organized, detail-oriented, technologically proficient, and able to collaborate effectively across the organization. A strong commitment to accuracy, service excellence, and operational efficiency is essential for success in this role.

Requirements

• Completion of a post-secondary diploma or degree
• Knowledge of and practical experience in accounting and accounts payable functions
• Two to four years of experience in a similar role
• Strong organizational and time management skills, with excellent attention to detail and the ability to work independently
• Excellent interpersonal skills, with demonstrated experience working collaboratively across multiple teams
• Strong verbal and written communication skills
• Intermediate to advanced computer proficiency in Microsoft Word, Excel, and Outlook, with strong experience organizing and maintaining data in Microsoft SharePoint, including policies, procedures, contracts, and legal documents
• Experience maintaining an organized office environment and ensuring adequate office supply levels
• Experience coordinating mail and courier services, with experience in operating mail folding and stamping equipment.
• Flexibility to work outside regular business hours, as required
• Willingness to obtain an Occupational First Aid Certificate and serve as a first aid attendant; course fees will be covered by Children Believe
• A valid driver’s licence and occasional use of a personal vehicle for business purposes
• Applicants must be legally eligible to work in Canada.
• Consistent with our Child Protection/Safe-Guarding Policy the successful candidate must receive clearance by a criminal record check.

Nice To Haves

• Experience with accounting and expense management software is considered an asset

Responsibilities

• Processes vendor invoices for Finance, Information Technology (IT), Internal Audit (IA), and Facilities Management
• Process expenditures and cheque requisitions
• Prepare weekly EFT, pre-authorized, and wire payment files from the Intacct accounting software
• Assist with the reconciliation of accounts payable accounts
• Prepare Concur expense reports for Finance, IT, IA, and the CFO
• Review and reconcile all corporate credit card reports for accuracy and completeness
• Review and process employee expense claims and travel advance reports
• Complete gift-in-kind medication valuations
• Support the Finance team in preparing documentation for external audit requirements
• Hold and reconcile the Corporate Services Department credit card each month in accordance with policy
• Manage all incoming and outgoing courier, shipping, and mail activity in an efficient and proactive manner
• Maintain appropriate supply levels for the mailroom and copiers, including paper and toner
• Support the mail opening process and work closely with the Mail and Records Associate to ensure the secure, accurate, and efficient processing of all donations received
• Oversee day-to-day office operations, including office equipment maintenance, administration of security access, upkeep of office, kitchen, and supply areas, and ordering of supplies as required
• Respond promptly to emergency issues, including after-hours situations when required
• Review, understand, and comply with all organizational policies
• Provide back-up support to the CEO’s office regarding office logistical support for any and all board meetings and for the annual general meeting (if applicable)
• Provide executive support to the CFO, including scheduling meetings, gathering materials and reports, and assisting with email management and responses
• Prepare presentations and analysis for Board and committee meetings
• Coordinate travel arrangements and scheduling for the CFO, and for other Corporate Services personnel as required
• Maintain the legal, vendor, and contract database and provide related analysis as needed
• Act as backup to the Executive Coordinator to the CEO, working through the CFO, relating to country office legal document requirements (printing, obtaining signatures, mailing, etc.)
• Provide print production support to the Fundraising, Development and Communications team for appeals, donor correspondence, and related materials
• Perform other duties as assigned to support the Corporate Services department and the CFO

Benefits

• Competitive Compensation Package: We provide an attractive compensation package with clearly stated hiring ranges.
• Flexible Work Environment: Enjoy a flexible work environment, including hybrid work options, flexible hours, “No Meeting Mondays,” and the option to work up to 20 days out of province per year.
• Comprehensive Benefits Plan: Our group benefits plan includes health and dental coverage, an Employee and Family Assistance Program (EFAP), and RRSP matching up to 5%, starting from day one.
• Health Spending Account: Access to our $500 Healthcare Spending Account to top up expenses not covered in the benefits program
• Performance Incentives: Participate in our Pay for Performance Plan with up to 6% performance incentive pay.
• Professional Development: Benefit from 5 paid professional development days and experience professional growth through a variety of learning opportunities.
• Paid Time Off: Enjoy an annual Christmas closure, receive 2 float days, and have access to up to 10 sick day
• Generous Vacation Policy: Enjoy 3 weeks paid vacation with incremental increase every 5 years up to 6 weeks.
• Other Employee Perks: Take advantage of our Employee Discount Program and various other perks designed to enhance your overall well-being and work-life balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree