Organization name: Watari Counselling & Support Services
Location: Vancouver, British Columbia
Job opening: Finance Administrator
Working hours: Full-time, 35 hours per week
Pay: $30.00 per hour + extended health benefits after successfully completing a 3-month probation period
About Watari Counselling & Support Services
Watari was developed in 1986 as a response to the lack of services and programs for high-risk street-involved youth in Vancouver. Since then, Watari has helped thousands of people in the Downtown Eastside and the surrounding communities, through several youth and community programs as well as through our counseling team. Over the years, Watari has developed important programs not only for youth but for everyone needing support here in the community, including Indigenous people and migrant workers. Our Latin American Group and Vietnamese Community Kitchen have become important staples in the community as well. Although much has changed over the years, Watari continues to be a safe and supportive place for the people in the community. Today, Watari has 13 essential programs made possible by the dedicated staff, and amazing volunteers and community partners!
Watari’s mission statement
Our mission is to facilitate meaningful change and provide a bridge to healthier possibilities through innovative, community driven and supportive programming.
Benefits of working with Watari Counselling & Support Services
- Become eligible to receive RRSPs after working at Watari for 1 year. (3%)
- Receive extended health benefits after completing a 3-month probationary period.
- Start with 2 weeks paid vacation. (receive 1 day of additional vacation time for every year you work at Watari – up to 11 years)
- Accrue additional paid time-off time in addition to vacation time. (up to 126 hours of paid time-off per year)
- Free lunches when you work in the office.
- Access to free counselling services with certified counsellors.
- Ability to work in a multicultural work environment.
The Finance Administrator is responsible for overseeing, supporting, and managing all accounting activities and finance functions including bookkeeping functions, financial reporting, and budget activities which include account reconciliations. The position is the key member of the Finance team and they report to the Executive Director. The successful applicant will review and administer employee compensation and benefits plans and systems and ensure information regarding pay and benefits is available, communicated, and understood by employees. The successful applicant will participate in budget preparation with Watari’s Management team and Board Treasurer, follow up on budget variances, and coordinate reporting, and other information requirements related to various filing requirements, annual, and other audits. Working with the Executive Director and Board Treasurer, the Finance Administrator ensures all financial systems are meeting program and organization needs and that the information provided is accurate, timely, and appropriate.
We are looking for someone empathetic and a good communicator. We are also looking for someone great at collaborating with others and working with teams. Ideally, we also want to find someone who can build strong and trusting relationships with employees, contractors, and internal and external stakeholders.
The successful applicant shall be familiar with the Constitution, Code of Ethics, and Oath of Confidentiality of Watari Counselling and Support Services thereby subscribing to its philosophies, standards, and objectives. The successful applicant shall also maintain a working knowledge of the Watari Policy and Procedures Manual.
Tasks and responsibilities:
- Enter all transaction data into QuickBooks, as needed.
- Ensure month-end reconciliation processes, including credit cards; and prepare monthly bank reconciliations.
- Monitor and make payments for benefits and RRSP contributions.
- Prepare and submit VCH Semi Annuals.
- Process vendor invoices and internal expense reports to generate timely payments.
- Prepare all invoices for funders.
- Payroll - enter all staff particulars into QuickBooks and prepare bi-monthly payroll.
- Prepare T4 and T4A annual calculations and submissions, GST rebate calculations/returns, and charity returns.
- Prepare tax returns and reports for government regulatory agencies.
- Submit Charity Registry Reports.
- Prepare and analyze various financial statements.
- Monitor employee receivables and reconcile petty cash.
- Assist in the financial aspect of grant applications.
- Provide financial reports to the Board of Directors, as needed.
- Work with the auditors annually, prepare all aspects required for their oversight, and obtain all backup information, as requested.
- Ensure accurate recording and reporting of all revenue streams and donations received through diverse payment systems.
- Ensure accurate recording of deferred revenue transactions.
- Prepare invoices, record payments, collect unpaid balances, and prepare and process bank deposits.
- Organize and maintain financial files and internal accounting records in an increasingly paperless file system.
- Provide feedback on existing processes, implement new processes to improve internal controls, and collaborate on the preparation of the contingency plan.
- Manage finance-related projects as they arise.
- Manage any ad hoc process improvement projects and manage any requests from consultants.
- Manage the annual audit for the organization including providing working papers and reconciliations, managing requests from the auditor, and ensuring the audit is performed efficiently and on a timely basis.
- Support the annual audit process by collecting and providing administrative organizational data.
- Develop the annual organizational budget with the Program Managers and the Executive Director and ensure properly coded transactions.
- Continually educate Program Managers and staff on coding and preparing documentation correctly for processing.
- Prepare and manage a revenue tracking spreadsheet to track all program revenues including expected receipt of revenue and code received revenue to the correct programs.
- Ensure all expected revenue is received.
- Prepare invoices to funders as required.
Cash flow management:
- Manage the cash flow for the organization to ensure that the timing of cash in the bank and receipts will cover expected expenditures.
- Provide feedback on the preparation of all financial reports, including income statements and balance sheets.
- Provide quarterly financial reports to the Board of Directors with variance analysis.
- Review monthly P&L and balance sheets to ensure reports are accurate and resolve any issues.
- Prepare financial reports for funders, as required.
- Review and provide edits/comments to the draft financial statements prepared by the auditors.
- Prepare and submit HSCIS reports twice a year.
- Provide support to HR and payroll functions.
- Provide support for the preparation of the annual T-slips.
- Ensure the organization is covered adequately for insurance and keep the insurance up to date.
- Process and manage WCB payments and paperwork.
- Manage employee vacation and care time requests and training records.
- Improve any process inefficiencies in the department.
- Administer the accounting and finance software applications, manage any software queries, and seek resolution internally or externally.
- Ensure proper internal controls for IT systems.
- Implement new IT applications after review for internal controls as well as assessment for efficiency improvement in the department.
- Report to management and the Board of Directors on the financial condition of the organization.
- Assess processes for efficiency and improvements.
- Ensure role clarity and advancement of staff.
- Re-structure petty cash to ensure strong internal controls and efficiency in the process.
- Communicate to, train, and enforce finance processes and policies with management.
- Facilitate good communication within the Finance team.
Management & Communication:
- Provide leadership to management and staff on operational finance matters.
Other tasks and responsibilities:
- Attend management, staff, and other related agency activities, as required.
- Manage equipment and inventory.
- Manage operational leases, service contracts, licenses, and permits.
- Manage Society Act requirements and charitable registration requirements.
- Manage and coordinate contract and grant documentation, accountability, and reporting requirements.
- Analyze agency operations to pinpoint opportunities and areas which need to be reorganized or eliminated.
Qualifications and requirements for applicants:
- 3 years or more of experience working in an accounting and/or bookkeeping role.
- Completed training and education in bookkeeping, finance, or accounting.
- Demonstrated financial management skills and ability to analyze financial data.
- Proficient at using Microsoft Office applications, particularly Microsoft Excel.
- Demonstrated ability to manage and operate computerized accounting systems, particularly QuickBooks online.
- Strong organizational, time, and general management skills.
- Able to prioritize workload and occasionally work under pressure to ensure cyclical deadlines are met.
- Demonstrated ability to be empathetic towards other team members, funders, and community partners.
- Excellent interpersonal and communication skills.
- Able to collaborate well with others on the Finance team and other employees and contractors throughout the organization.
- Able to handle changing priorities in a fast-paced environment.
- Detail-oriented; able to prepare, analyze and present reports such as financial statements and budget vs actual variance reports accurately and timely.
- Strong collaboration and teamwork skills
- Demonstrated ability to build strong and trusting relationships with internal and external stakeholders.
- Able to build rapport and maintain positive working relationships with employees, contractors and other stakeholders.
- Strong analytical skills: adept at assisting executives in making decisions which affect the organization.
- Successful criminal record check updated every 5 years.
Watari’s statement of diversity & inclusion
Watari embraces diversity as an integral part of being a caring community. We are committed to building and maintaining a diverse, accessible, civil, and supportive environment by including diversity of religion, gender, ethnicity, race, sexual orientation, disability, age, and socioeconomic class.
To this end, we will make positive efforts to reach out to groups that have traditionally been under-represented and who can enrich and be enriched by their experience at Watari. At Watari, we encourage behaviours that enhance the freedom and respect that every individual deserves.
Watari is an equal opportunity employer, Indigenous applicants, people of colour, all genders, LGBTQ2S+, and persons with disabilities are encouraged to apply. Thank you to all applicants in advance, only those who are short-listed will be contacted.
Facilitating positive change in our community