Officer, Bookkeeping & Operations

YWCA Canada

10h • $60,700 - $68,500 • Hybrid

About The Position

Reporting to the Director, Finance & Operations, the Officer, Bookkeeping & Operations is responsible for core bookkeeping and finance support, donor systems administration, and essential operational and IT coordination. This role ensures accurate financial processing, well‑maintained donor data and donation workflows, and reliable internal systems and tools that support staff across a distributed organization. A key focus of this role is the day‑to‑day ownership of donor databases and donation processing, as well as supporting system improvements and transitions as YWCA Canada evolves its fundraising and financial infrastructure. In addition, the role provides operational support related to organizational assets, IT coordination with external service providers, and the administration of internal tools and platforms. This position is well‑suited to someone who is detail‑oriented, systems‑minded, and comfortable working across finance, technology, and operation.

Requirements

• 3+ years of bookkeeping experience (A/P, A/R, reconciliations, financial data entry).
• Experience in a charity is an asset.
• Strong communication and interpersonal skills.
• Excellent organizational skills and attention to detail.
• Experience handling sensitive information with confidentiality.
• Ability to create and optimize administrative and financial processes.
• Ability to handle sensitive information with confidentiality.
• Proficiency in QuickBooks Online (QBO).
• Experience with Donation platform and/or CRM
• Proficiency in Microsoft Office Suite, especially Excel.

Nice To Haves

• First Aid certification is an asset (or willingness to obtain within three months).
• Experience with Float, Plooto, or similar financial tools is considered an asset.
• Experience supporting system implementations or platform transitions, including CRM, finance, or operational systems is an asset.
• Bilingual (French & English) is an asset.

Responsibilities

• Maintain accurate financial records in QuickBooks Online (QBO).
• Manage accounts payable and receivable, including invoices, reimbursements, vendor payments, and expense claims.
• Reconcile bank and credit card accounts and investigate discrepancies.
• Support month‑end close activities, including donation reconciliation and supporting documentation.
• Prepare routine financial summaries and reports for the Director, Finance & Operations.
• Review and ensure the accuracy of financial information recorded in Float, including credit card transactions, receipt documentation, coding, and payment setup.
• Support audit processes by maintaining organized financial records and responding to audit requests.
• Administer T4A tracking, including maintaining records for honorarium recipients and contractors.
• Support internal and external audit processes by providing operational, systems, and documentation support as required.
• Manage organizational assets (laptops, monitors, peripherals), including tracking, lifecycle management, procurement support, and retirement.
• Act as the day‑to‑day liaison with the external IT provider, escalating issues, coordinating repairs or replacements, and ensuring timely resolution.
• Ensure staff technology is functional and appropriately maintained, in collaboration with the Director, Finance & Operations.
• Act as the primary administrator for organizational tools and subscriptions.
• Manage user access, permissions, and licence allocation, and remove access during offboarding.
• Support subscription management, renewals, and vendor coordination, including identifying opportunities for cost efficiencies.
• Act as the primary administrator for donor databases and donation systems, currently DonorPerfect, ensuring accurate, complete, and timely records.
• Own donation processing workflows, including depositing and recording donations and reconciling donation data with finance records.
• Manage donation receipts and acknowledgements, ensuring timely and accurate issuance.
• Produce regular donation reports and support donation reconciliation in collaboration with Finance.
• Serve as the first point of contact for donor inquiries through, responding to questions, updating donor information, and escalating issues as appropriate.
• Maintain strong documentation of donation and donor data processes to support continuity and system changes.
• Support the organization’s transition to a new donor or CRM platform, including data preparation, validation, testing, documentation, and coordination with internal and external stakeholders.

Benefits

• Full benefits from day one for you and your dependents, which include gender-affirming care, and a supplemental $2,000/year healthcare spending account, and telehealth.
• Access to mental health professionals, an Employee Assistance Program, and Noojimo, which offers mental health services to Indigenous staff.
• 4 weeks of vacation per year, which increase after 3 years of service (to a maximum of 8 weeks), and 18 Wellness and Emergency days
• Summer Fridays in July and August and a 1-week office closure between Christmas and New Year.
• 5% employer-matching pension after 3 months.
• A professional development stipend, and in addition to other learning and growth opportunities.
• Internet and phone stipend, and a one-time WFH setup stipend to support your remote or hybrid work.
• Up to 90% top-up for 15 weeks of maternity leave and 35 weeks of parental leave.
• We understand the importance of flexibility in today's fast-paced world. That's why we offer flexible work arrangements to accommodate your needs and preferences. Whether you prefer to work remotely or at the office or have some flexibility during your workday.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees