Position Title:            Finance & HR Assistant

Department:              Central Administration

Reports to:                Finance & HR Leads

SUMMARY

The Finance and HR Assistant plays an essential role in supporting the central administration team of a growing and busy Not-for-Profit (NPO) organization with a strong reputation for excellence.  This position will work closely with the Finance and HR Leads and will oversee full-cycle accounts payable on a bi-weekly basis, as well as provide support to various recruitment, on/offboarding, and general administration functions of HR.

This is an excellent opportunity for a collaborative individual who enjoys working in a fast-paced and dynamic work environment with a supportive and growth-oriented work culture.

Key Responsibilities

Accounting

• Codes volume of payables, such items as invoices, cheque requests, and purchase orders with proper account and department to ensure correct posting in the general ledger
• Prepares items for cheque runs, EFT payments, and mail out cheques
• Keeps track of all payments and expenditures, purchase orders, invoices, statements, etc.
• Reconciles credit card statements
• Responsible for the bank deposit of incoming payments and collections
• Organizes finance and contract filing systems and calendars
• Performs back-up payroll on ADP

Recruitment

• Posts, updates, and take downs career openings on external job boards
• Participates in screening resumes and cross-referencing short-listed candidates with HR Lead
• Coordinates the scheduling of interviews and tests between candidates and hiring team
• Maintains and manages candidate profiles, recruitment records, and tracking documentation
• Provides updates to candidates on their application status in a timely manner

Onboarding & Offboarding

• Coordinates onboarding and offboarding processes with IT, Operations, and Accounting in preparation for a new hire’s first day or a staff member’s last day of employment
• Processes Criminal Record Check (CRC) consent forms online and ensures staff CRC records remain current
• Drafts offer letters and new employment contracts, amendments, and addendums
• Calculates sick and vacation entitlements for new hires, exiting staff, and on an annual basis (based on fiscal and annual calendars)

Other Administration

• Co-chair the Social & Staff Engagement Committee activities & attend all monthly meetings
• Participate and perform Secretary functions of the Health & Safety Committee
• Prepare documents for signature on DocuSign
• Responsible for performing back-up administrative functions of the HR system – Humi
• Oversee the digitization of personnel files and back-up of data in Humi
• Perform other duties as assigned by the Finance & HR Leads

Key Competencies

• Values.  Behaves consistently with clear personal values that complement Impact North Shore’s values of excellence, diversity, and respect
• Integrity & Ethics. Ensures integrity in personal and organizational practices. Builds a respectful and client-centered workplace
• Innovation.  Thinks creatively; is open to new ideas and technologies. Is committed to developing effective and new approaches to service excellence. Is flexible and adaptable to meeting changing demands of clients, funders, and other stakeholders
• Accountability.  Accepts and creates a culture of accountability; fosters personal growth; takes personal ownership. Is self-aware and demonstrates a commitment to ongoing learning and continual improvement. Assesses risk and develops risk mitigation strategies
• Engagement.  Shows passion for the job and the mission of Impact North Shore
• Effective Communication. Fosters open communication, listens to others, speaks effectively, and prepares written communication so that messages are clearly understood
• Organized & Efficient. Plans ahead and works in a systematic and organized way. Follows directions and procedures and ensures deliverables are meet on time and according to agreed standards

QUALIFICATIONS

Minimum Qualifications

• Certificate or Associate Certificate in Accounting or equivalent working experience
• 1 year of experience in Accounts Payable
• Strong knowledge QuickBooks Online, Excel, and other MS Office Programs
• Good organizational ability, attention-to-detail skills, and excellent communication and computer skills
• Experience in handling routine financial documents and organizing and maintaining standard office procedures
• Demonstrated experience working with sensitive information and the ability to maintain confidentiality
• Able to function in a fast-paced environment and remain calm during periods of high demand
• Ability to plan and organize work independently in a complex funding environment and to meet deadlines
• Recruitment and HR experience is considered an asset
• Experience with ADP and HR Information Management systems, like HUMI, is also considered an asset

We strongly encourage applications from IBPOC, LGBTQS+ people, im/migrants and other equity deserving communities.

Additional Information

• Hours:  35 hours / week with the opportunity to enroll in a flex schedule
• Work Environment:  This is a hybrid position, which has the flexibility to work remotely with some regularity of in-office work
• Salary Range:  $23.00 - $26.00 per hour, dependent on experience